PWS_DFM Lawn Care.pdf

Performance Work Statement (PWS) For: Lawn Care Services

Location: Area Office West – Rapid City

Address: 3625 5th Street, Rapid City, SD 57701

1.0 Background

The Great Plains Area Office West – Rapid City occupies a government-leased facility located at 3625 5th Street, Rapid City, SD. The property includes 3 separate grassy areas (East, South, & West) that need to be maintained for accessibility, appearance, and compliance with lease and proper city ordinances.

In total there is approximately 0.55 acres of lawn to be serviced along with 1600 LF of edging and trimming around trees.

Services shall be available year-round to ensure readiness for early, late, or unexpected weather events, with primary operations anticipated during the spring through fall months.

2.0 Objective

The objective of this acquisition is to establish a Purchase Order for on-call lawn care services at the Area Office West – Rapid City, that maintain the property in a safe, compliant, and aesthetically acceptable condition.

The Contractor shall achieve defined performance outcomes, with services ordered via call orders as needed.

3.0 Scope of Work

The Contractor agrees to furnish all labor, supervision, equipment, transportation, and materials necessary to maintain the lawn and landscaped areas at 3625 5th Street, Rapid City, SD – IHS Great Plains Area Office West in a healthy, safe, and aesthetically pleasing condition.

The total area of service includes approximately:

- 23,958 square feet (0.55 acres) of ground; and

- 1600 linear feet of edging along the east, south, and west sides of the building.

All lawn maintenance activities shall be conducted safely and efficiently to avoid property damage and ensure continuous accessibility.

4.0 Performance Requirements

4.1 Task 1 – Routine Lawn Maintenance

Performance Objective:

Maintain turf and grounds in a neat, uniform, and professional condition, including proper mowing, edging, and trimming.

Performance Standards:

1. Turf maintained at 2.5”–4” height, appropriate to season

2. Edges remain sharp and clearly defined

3. String trimming performed around all obstacles and structures, including trees, poles, fences, curbs, HVAC units, and building perimeters

4. No visible overgrowth or untrimmed vegetation around obstacles or structures

5. Hard surfaces (sidewalks, parking areas, entrances) are free of clippings and debris

6. Grounds appearance meets commercial landscaping standards

Service Frequency:

1. Approximately 20 mowing cycles, adjusted based on growth and weather conditions

2. Trimming shall be performed during each mowing service

Acceptable Quality Level (AQL):

1. ≥ 95% of turf evenly cut with no scalping or missed areas

2. 100% of designated areas properly trimmed with no visible overgrowth around obstacles

3. 100% of hard surfaces clean after service

4. No visible debris remaining

4.1 Task 2 – Lawn Health & Turf Management

Performance Objective: Promote healthy turf and minimize weed presence.

Performance Standards:

1. Fertilizer applied to support seasonal growth cycles

2. Weed presence controlled using pre- and post-emergent treatments

3. Turf exhibits consistent color and density appropriate for region

AQL:

1. Weed presence does not exceed 10% of total turf area

2. No damage to turf from improper chemical application

4.1 Task 3 – Debris Cleaning & Removal

Performance Objective:

1. Maintain all grounds, landscaped areas, and hard surfaces free of debris to ensure a safe, clean, and professional appearance at all times.

Performance Standards:

1. Remove all organic debris including leaves, grass clippings, branches, and litter from turf and landscaped areas

2. Clear all hard surfaces (sidewalks, curbs, parking areas, entrances) of debris after each service

3. Remove debris generated during mowing, trimming, edging, or storm events

4. Dispose of all debris off-site in accordance with local regulations

5. Ensure no accumulation of debris that could create safety hazards or detract from appearance

Service Frequency:

1. Routine: Performed during each scheduled service visit (e.g., mowing cycles)

2. On-Call: Additional cleanup following storms or significant weather events, as directed by the COR

Acceptable Quality Level (AQL):

1. 100% of visible debris removed from hard surfaces after each service

2. ≥ 95% of turf and landscaped areas free of visible debris

3. No debris piles or clippings left on-site

4.2 Reporting Requirements

The Contractor shall submit a Service Report for each service event that includes:

- Date and time of service

- Photos of Areas serviced (Task 1, Task 2, Task 3)

- Materials used and quantities

- Start and completion times

Reports shall be submitted to the COR within 24 hours after completion of each service.

5.0 Type of Order

This is a Firm Fixed Purchase Order (PO).

6.0 Period of Performance

The period of performance shall commence on the date of award and continue through the end of the lawn maintenance season, not to exceed six (6) months.

7.0 Place of Performance

Area Office West – Rapid City (Leased Space) 3625 5th Street Rapid City, SD 57701

All services shall be performed on-site as directed by the COR.

8.0 Deliverables

Deliverable Description / Format Due Date

Service Report (per event) Summary of lawn services performed

Within 24 hours of completion

Annual Equipment & Staffing Plan

Submitted in Word or PDF format

Within 30 days of award

Incident/Accident Report (if applicable)

Report any incidents or accidents

Within 2 hours of occurrence

9.0 Payment

Payment shall be made monthly in arrears, based on verified service reports and invoices approved by the COR.

10.0 Safety and Compliance

The Contractor shall comply with all applicable OSHA, federal, state, and local safety standards. All personnel shall wear high-visibility apparel and PPE while on site. Equipment shall be maintained and operated safely to avoid damage to pavement, curbs, vehicles, or other property. The Contractor shall follow all City of Rapid City safety and disposal ordinances, and shall not obstruct adjacent public rights-of-way or private drives.

11.0 Points of Contact

Contracting Officer’s Representative (COR): Tavis Allam/tavis.allam@ihs.gov/605-945-

12.0 Performance Expectation Summary

The Contractor shall perform all lawn care services in a professional, timely, and workmanlike manner consistent with industry standards, maintaining a neat and uniform appearance of the property, including proper mowing height, clean edging, and removal of debris after each visit. Services will be completed according to the agreed schedule, with reasonable adjustments for weather or unforeseen conditions, and the Contractor will communicate any delays or recommendations promptly, responding to Client inquiries within [24 hours]. The Contractor will use best practices to promote healthy turf growth, minimize weeds, and improve overall lawn condition, while monitoring and communicating any issues observed. All work will be conducted safely using properly maintained equipment and with professional conduct, and any service concerns reported by the Client within [24 hours] will be addressed in a timely manner, including corrective service or appropriate resolution at the Contractor’s discretion.

1. Authority

1.1. No person other than the Contracting Officer has authority to bind the Government with respect to this contract.

1.2. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

1.3. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

1.3.1. An understanding or agreement between the Contractor and anyone other than the Contracting Officer;

1.3.2. A purported modification or change order issued by anyone other than the Contracting Officer;

1.3.3. A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or

1.3.4. An order, direction, consent, or permission from anyone other than the Contracting Officer to:

1.3.4.1. Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or

1.3.4.2. Expend hours in excess of a specified level of effort.