Solicitation Attach C. Ground Maintenance - PWS.pdf

PERFORMANCE WORK

STATEMENT FOR

GROUNDS MAINTENANCE SERVICES

1. DESCRIPTION OF SERVICES. The contractor shall provide all equipment, labor, materials, seed, chemicals and other supplies necessary for lawn care, landscaping maintenance, parking lot cleaning, street cleaning, trash pick-up and disposal, and other grounds maintenance at the Phoenix Indian Medical Center (PIMC). The PIMC complex is located at 4212 N. 16th Street, Phoenix, Arizona. The campus encompasses approximately 26 acres, including a main hospital building, 18 ancillary buildings, parking lots, and grounds. In most places, a chain-link fence surrounds the campus. A campus map is enclosed.

Services performed under this contract shall be subject to inspection and approval by the Contracting Officer (CO) or the Contracting Officer's Representative (COR), in accordance with Federal Acquisition Regulation (FAR).

Use of the PIMC dumpsters by the Contractor is not allowed. The Contractor shall be responsible for the removal of all debris, lawn clippings, tree trimmings, weeds and trash. The Contractor shall bag or cover all waste before transporting from the site. All waste shall be transported from the facility on a daily basis. The Contractor will not be allowed to have permanent on-site dumpsters.

The Contractor shall provide an on-site "Grounds Porter". This person shall be on site between the hours of 07:00am – 03:30pm., Monday through Friday. It may be necessary to modify the schedule temporarily to accomplish various tasks performed by the porter listed in 4.1 and 4.2. Any schedule modifications shall be approved by the Contracting Officer (CO) or the Contracting Officer's Representative (COR) prior.

1.1 LAWN CARE.

1.1.1. Mowing. All lawns shall be cut and kept to a uniform height. The mower height for all lawns shall be three (3) inches. This height shall be maintained unless changed in writing by the CO. The Contractor shall take care to avoid skips and patches of uncut grass or windrowing. It shall be the responsibility of the Contractor to remove windrows caused by improper mowing.. All grass cuttings shall be bagged and removed by Contractor.

1.1.2. Mowing time frame. Mowing of all lawns immediately adjacent to the main hospital building shall be accomplished in one day. A maximum of two days will be allowed for completion of all the lawn areas.

1.1.3. Edging. The Contractor shall trim along curbs and sidewalks each time the lawn is mowed. The Contractor shall utilize equipment designed for that purpose. All edges shall be trimmed neatly to leave a uniform edge, there shall be no vegetation extending over the edges of walks, curbs or roadways.

1.1.4. Trimming around Trees and Structures. Handwork, including trimming around buildings, trees, shrubs, signs, fire hydrants and other structures or obstructions are considered part of the mowing task and shall be performed concurrently.

Additionally, vegetation encroaching on hedgerows, bushes, flower beds or other such areas shall be neatly cut and removed in such a manner as to leave a well-defined edge between the lawn and other areas.

1.1.5. Fertilizing. The Contractor shall fertilize the lawn areas as necessary to keep the grass in a healthy, green condition. The Contractor shall coordinate the fertilizing activities with the Engineering Department.

All fertilizer utilized by the Contractor shall be approved by the Engineering Department prior to its application. The Contractor shall submit for approval a detailed listing of all chemicals to be used, including SDS sheets on each item.

The verification is only to assure that application of the fertilizer will not harm or interfere with the work at the facility. It is the Contractor's responsibility to select a fertilizer that is most suitable for the conditions, such as, grass type and soil conditions.

Fertilizer shall be applied lightly enough so as not to cause "fertilizer burn".

Application of fertilizer shall be accomplished in accordance with manufacturer's recommendations. The Contractor shall utilize fertilizing equipment that will minimize airborne chemicals.

The Bermuda grass shall be fertilized at least twice a year, once in April and a repeat in June. The winter lawn shall be fertilized at the time of planting and as necessary to keep a green appearance.

1.1.6. Aeration. The Contractor shall aerate the lawn areas one time per year, in the fall. The Contractor shall take care not to damage sprinkler heads or any other equipment.

1.1.7. Power Raking. The Contractor shall power rake lawn areas where flood irrigation is used. The areas are shown on Map #3 included with this contract.

Power raking shall be completed a minimum of twice per year. All loose and dead grass shall be removed.

1.1.8. Damage. It shall be the responsibility of the Contractor to make immediate repairs to any buildings, sidewalks or miscellaneous structures damaged during the course of work. This includes sprinkler heads and sprinkler piping. Damage caused to any vehicles parked at PIMC, caused by the Contractor or his/her employees, will be the responsibility of the Contractor.

1.1.9. Clean Up. All grass clippings and cuttings shall be removed from sidewalks, curbs and roadways. The Contractor shall sweep all sidewalks and curbs.

Roadways shall be swept and cleaned as needed to remove clippings.

1.2. Leaf Removal. The Contractor shall remove all leaves from the lawn areas, decorative rock areas, as well as areas close to buildings, to keep the exterior appearance in a satisfactory condition.

1.3. Trees and Bushes.

1.3.1. Trees. Contractor shall have a certified arborist on staff and all trees shall be kept trimmed of dead or damaged growth. All suckers shall be trimmed away. Trees shall be pruned to prevent them from touching, or overhanging, buildings or from obstructing safe passage on walkways or roadways. Trees and bushes shall be trimmed away from all structures a minimum of three (3) feet. All trees in non-traffic areas shall be trimmed to maintain a minimum of six (6) feet from the ground. All trees in traffic areas shall be trimmed to maintain a minimum of seven (7) feet from the ground. Trees shall be trimmed away from fence lines. No branches shall extend over the exterior property fences. Trees shall be trimmed to maintain a minimum of twelve (12) inches away from fences.

All trees shall be coated with a material suitable for preventing disease or insect infection. The Contractor shall coat all cuts, gouges, and other abrasions, to a minimum of six feet above the ground.

1.3.2. Palm Trees. Approximately 35 palm trees shall be trimmed and shaved twice per year.

1.3.3. Bushes. Bushes shall be trimmed and pruned to prevent them from touching, or overhanging, buildings or from obstructing safe passage on walkways or roadways.

Bushes shall be neatly trimmed and shaped. All bushes shall be trimmed away from fences, a minimum of twelve (12) inches.

1.3.4. Removal. Contractor shall submit a separate Time and Materials Change Order Request and enter in to a supplemental agreement, upon approval of the Change Order request and signed Supplemental Agreement at direction of the CO or COR and after coordination with the facility manager, cut down and remove dead or infected trees. Removal service shall include stump grinding to a minimum depth of 6-inches and repairing the ground to match surrounding area.

1.3.5. Storm Damage. The Contractor shall be responsible for removing damaged limbs from trees and bushes caused by storms. This includes all storm-damaged trees and bushes on the campus. Any large trees up-rooted by storms will be PIMC's responsibility.

1.4. Unimproved Areas. There are approximately six (6) acres of unimproved areas on campus. These areas are open without vegetation. The Contractor is required to employ weed control methods to remove undesirable growth. The maximum size of weeds allowed in unimproved areas is, no taller than two (2) inches or larger than twelve

(12) inches in diameter.

1.5. Fence Lines. The Contractor shall maintain fence lines. They shall be kept clear of all weeds and grass on both sides of the fence. Chemical control is discouraged, but may be utilized when other methods have failed. The Contractor shall submit for approval a detailed listing of all chemicals to be used, including SDS sheets on each item. If chemicals are approved for use they must meet USDA regulations, and shall be used in such a manner as not to constitute a hazard to humans. Approval of chemical use by the Engineering Department does not relieve the Contractor of the responsibility for proper selection of chemicals.. The Contractor shall maintain a minimum distance of four (4) inches on either side of the fence.

1.5.1. Canal Fence. The Contractor shall maintain vegetation removal along the fence line that parallels the canal. The Contractor shall remove vegetation growing within twenty-four (24) inches of the outside (canal side) of this fence.

1.5.2. Apartment and Private Property Fence. The Contractor will not be allowed to enter private property to maintain vegetation control on the outside of the fence line.

The Contractor shall make an effort to remove any growth in the immediate fence line.

See Map #5 for the location of this fence.

1.6. Weed Control. The Contractor shall be responsible for weed control in roadways, parking lots, around buildings, patios, signs, and miscellaneous structures as well as hedgerows, flower beds unimproved areas and lawn areas. Undesirable weeds include Johnson grass, clover, tumbleweeds etc.

The Contractor shall employ mechanical methods or handwork for weed control. The use of chemicals should be avoided. The Contractor must have approval from the Engineering Department before using chemicals. The Contractor shall submit for approval a detailed listing of all chemicals to be used, including SDS sheets on each item. If chemicals are approved for use they must meet USDA regulations, and shall be used in such a manner as not to constitute a hazard to humans. Approval of chemical use by the Engineering Department does not relieve the Contractor of the responsibility for proper selection of chemicals.

Gasoline or other combustible material shall not be used for weed control.

1.7. Disease and Insect Protection. The Contractor shall be responsible for applying preventative disease and insect infection control methods to grass, trees, shrubs and bushes. The Contractor shall request and receive written approval from the Engineering Department before using chemicals. Approval of the use of chemicals shall not constitute agreement that the application of the preventive or insecticide is the most suitable for the type of plant or conditions. The Contractor shall ensure chemicals used will not harm the vegetation. Any vegetation harmed by negligence of the Contractor will be replaced at the Contractor's expense with similar size and type.

The Contractor shall notify the Engineering Department of any trees, bushes or shrubs that show signs of insect or disease. If the Contractor has taken the necessary preventative steps to ensure disease and insect infection control, and the plant still dies, the Contractor will not be held responsible for replacement of the vegetation.

The Contractor shall apply suppression compounds to the Olive and Citrus trees annually to control pollen at no additional cost to PIMC.

1.8. Winter Lawn. The Contractor shall furnish equipment, seeds and necessary fertilizer to verticut (scalp) and over-seed the Bermuda grass with an annual rye type grass. Mowing of the winter lawn, after the initial growing period, shall follow the same requirements listed above under Mowing, Trimming and Edging.

1.9 Install, maintain and repair irrigation systems.

Contractor shall be a Certified Irrigation Contractor (CIC) recognized by the Irrigation Association who shall execute irrigation work to meet all specifications and requirements to prepare new flora installation sites, including layout, staking, excavation, boring, trenching, grading and backfilling. Cut and join pipe, know the limitations of different piping systems and understand basic hydraulics. Lay out and install piping and water delivery components; backflow prevention components; mechanical, hydraulic and electrical irrigation controls; and other irrigation system components. A separate line item can be used, only at the approval of the Contracting Officer, to reimburse unforeseen expenses not to exceed (NTE) $5k.

Troubleshoot and repair irrigation components and systems. – The contractor shall be responsible for repair and/or the replacement and installation of new timers, water actuation valves and horizontal irrigation mechanisms i.e. drip lines and horizontal PVC piping for irrigation related water delivery systems. Inoperable or damaged sprinkler systems shall be repaired within 24hrs to prevent unnecessary loss of water. Identified repairs will be documented in the Landscaping Log Book by indicating such repairs on a site map for the Contractor. This site map shall reside in the Landscaping Log Book for Contractor/PIMC reference

Watering- At no additional cost program and update as necessary all water timers to accommodate any changes in watering schedule affected by season, temperature, and rain

2. Grounds Maintenance.

2.1. Streets, Curbs and Parking Lots. Contractor shall pick up and/or sweep from the streets, curbs and parking lots accordance with the frequency table contained in this performance work statement. Areas outside of the perimeter fence are included in trash and debris maintenance and control. This includes all curbs and fence lines along Glenrosa Avenue, 16th Street and Indian School Road. Curbs shall be considered from the top edge of the curb inward toward the property. The exception to this is the bus stops on Indian School Road and on 16th Street, these areas are maintained by the City of Phoenix.

The Contractor shall employ mechanical equipment for a majority of the street and parking lot cleaning. Vacuum equipment, specifically designed for parking lot care may be used. Mechanical street sweepers, using water and vacuuming are required. The use of high-velocity leaf blowers may be used. However, they will not be allowed around entrances to the hospital or other buildings. High velocity leaf blowers shall not be used adjacent to the building between the hours of 7:00 pm and 6:00 am. The Contractor shall hand sweep patios, steps and entryways to avoid dirt and debris from entering buildings.

2.2. Trash Pick Up. The Contractor shall be responsible for collection and disposal of all litter and trash on the entire PIMC campus, including all parking lots, roadways, curbs, gutters, patios and porches. PIMC will furnish all trash receptacles. The Contractor shall be responsible for providing trashcan plastic liners. The Contractor shall empty all external trashcans daily. The Contractor shall be responsible for cleaning the trash receptacles, inside and out a minimum of once a month, or more often as needed.

Bulk dumpsters are the responsibility of PIMC through a contract with a waste disposal company. Loose trash or debris surrounding the bulk dumpsters shall be the responsibility of the lawn Contractor.

The Contractor is responsible for disposal of all collected trash, debris, lawn clippings, tree trimmings and other undesirable materials. The Contractor shall dispose of collected trash in accordance with City of Phoenix regulations. At a minimum all un-bagged materials shall be covered in trailers or pickups before leaving the campus. Disposal shall be at a RCRA approved landfill. If asked to do so by the Contracting Officer, the Contractor shall provide proof of landfill disposal. The Contractor shall utilize PIMC’s dumpsters for the disposal of collected campus trash only.

2.3. Front Patio. The front patio at PIMC shall be cleaned daily, all trashcans shall be emptied daily, or more often if needed. All cigarette butts and trash shall be picked-up and removed. The Contractor shall hose off the patio twice weekly. During the hosing period, the Contractor shall employ pressure washing or scrubbing to remove any gum or spill staining. The Contractor shall perform cleaning of the front patio before 7 a.m.

The Contractor shall be careful not spray water inside the hospital building.

2.4. Other Patios and Porches. Porches, patios, ramps and stairwells on all the buildings on campus shall be swept daily and pressure washed weekly.

2.5. Hospital Loading Dock and Ramps. The contractor shall sweep the ramps and dock area daily. The Contractor shall hose clean and scrub the area twice weekly. Prior to hose cleaning the dock area shall be swept and debris removed. If the Contractor employs high-velocity blowers in cleaning the dock areas, the Contractor shall take extra precautions not to let dirt and debris enter the sump pumps at the bottoms of the docks.

High-velocity blowers shall not be used on the loading dock adjacent to the hospital between the hours of 7:00 pm and 6:00 am. The Contractor shall cover the sump pump grates before using blowers.

Loading Dock Trash Compactor: The large trash compactor located in the loading dock area behind the main hospital building, is removed twice a week for trash disposal purposes. This routinely occurs on Tuesdays and Fridays in the morning. Cleaning the area under the compactor is very important. The Contractor shall sweep, clean and wash the area each time the compactor is removed. Contractor shall coordinate with the Engineering Department and/or Housekeeping Officer to assure they are available when the compactor is taken off site.

2.6. Warehouse Loading Dock. The contractor shall sweep the ramps and dock area twice weekly. The Contractor shall hose clean and scrub the area monthly. Prior to hose cleaning the dock area shall be swept and debris removed. If the Contractor employs high-velocity blowers in cleaning the dock areas, the Contractor shall take extra precautions not to let dirt and debris enter the sump pumps at the bottom of the loading dock.

2.7 Internal Fenced Areas. PIMC will be responsible for installing combination locks on all internally fenced areas. The Contractor will be furnished the combinations so these areas may be entered for vegetation control and trash clean up.

2.8 Building Exterior and Windows. Contractor shall on a quarterly basis power wash all building exteriors from the Rakes and Eves to the ground level (exception is the tower). All exterior windows on all buildings including the tower shall be cleaned on a quarterly basis.

3. Service Delivery Summary. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success to the Phoenix Indian Medical Center.

Performance Objective

SOW

Para

Performance Standard AQL

Mowing, Trimming and Edging of lawns

1.1.1, 1.1.3, and

1.1.4

Grass shall be cut and kept to uniform height. All edges shall be trimmed neatly to leave a uniform edge, there shall be no vegetation extending over the edges of walks, curbs, or roadways.

Handwork, including trimming around buildings, trees, shrubs, signs, fire hydrants and other structures or obstructions are considered part of the mowing task and shall be performed concurrently.

Customer complaints shall not exceed 3 per month

Maintain Trees and bushes

1.3.1 and

1.3.3

Trees and bushes shall be trimmed away from all structures a minimum of three (3) feet. All trees in non-traffic areas shall be trimmed to maintain a minimum of six (6) feet from the ground. All trees in traffic areas shall be trimmed to maintain a minimum of seven (7) feet from the ground. Trees shall be trimmed away from fence lines. No branches shall extend over the exterior property fences. Trees shall be trimmed to maintain a minimum of twelve (12) inches away from fences. Bushes shall be neatly trimmed and shaped. All bushes shall be trimmed away from fences, a minimum of twelve (12) inches.

They are pruned properly and in a timely manner. Bedding is mulched and free of weeds, grass, and debris.

Customer complaints shall not exceed 3 per month.

Watering 1.9 Watering timers shall be programmed and updated as necessary to accommodate any

System Functions 95% of time.

changes in watering schedule

Weed Control 1.6 Maintain weed control in roadways, parking lots, around buildings, patios, signs, and miscellaneous structures including hedgerows, flower beds, unimproved areas and lawn areas.

Validated customer complaints shall not exceed 3 per year.

Trash pickup 2.2 Daily collection and disposal of all litter and trash on the entire PIMC exterior campus, including all parking lots, roadways, curbs, gutters, patios and porches. The Contractor shall be responsible for providing trashcan plastic liners.

Responsible for cleaning the trash receptacles, inside and out a minimum of once a month, or more often as needed.

Customer complaints shall not exceed 3 per month.

Hospital Loading Dock and Ramps

2.5 The ramps and dock area are swept

daily. The Contractor shall hose clean and scrub the area twice weekly.

Customer complaints shall not exceed 3 per month.

Warehouse Loading Dock

2.6 The ramps and dock area are swept

twice weekly

Customer complaints shall not exceed 3 per month.

4. Frequency Table

4.1 GROUNDS

ITEM MINIMUM FREQUENCY

Grounds trash pick-up Daily Empty trashcans Daily Sweep front patio Daily Sweep ER entrance Daily Sweep hospital loading dock Daily Sweep warehouse loading dock Sweep patios, stairwells, and porches Hose and scrub front patio Hose and scrub hospital loading dock Hose and scrub warehouse loading dock Hose and scrub patios, stairwells and porches Sweep streets Sweep parking lots Power wash building exteriors and clean all windows

Twice weekly Daily Twice weekly Twice weekly Twice weekly Weekly

Weekly Weekly

Quarterly

4.2 LAWN AND LANDSCAPE CARE

ITEM MINIMUM FREQUENCY

Mowing, trimming and edging Fertilizing Winter lawn planting/fertilizing

Weekly / Twice yearly At planting/ and as needed

Tree trimming Bush and shrub trimming Palm tree trimming Leaf removal Weed control Fence line care Unimproved areas

Bi-weekly Weekly Bi-Annual Twice Weekly Weekly

Disease and insect infection protection Yearly or as needed Olive and Citrus pollen preventive Yearly or as needed

5. Articles of Personal Property

Any personal property items found by the Contractor or his/her employees shall be turned into the Engineering Department.

6. Contractor Identification

Contractor personnel shall be recognizable as such, while on the PIMC campus.

This may be accomplished by wearing distinctive clothing bearing the Contractor's name or by wearing appropriate badges which show the Contractor's company name and employee's name. If requested by the Contractor, badges may be furnished by PIMC.

7. Conduct

The Contractor and his/her employees shall comply with PIMC's traffic laws, regulations and instructions pertaining to conduct of persons on Government property. The Contractor and his/her employees shall perform their duties to ensure the safety of themselves, PIMC's employees, patients and visitors.

Contractor personnel shall not, in any event, enter any area to which access is restricted, unless specifically authorized in writing by the COR.

8. Contractor Furnished Equipment and Supplies

Unless otherwise specified herein, the Contractor shall furnish all materials and equipment necessary for the performance of services required by this contract.

The materials furnished shall conform with applicable Federal specifications and shall be approved by the COR. No pesticides or insecticides shall be brought onto the facility without prior written approval by the Engineering Department.

The Contractor shall submit for approval a detailed listing of all chemicals to be used, including quantities and SDS sheets on each item.

All necessary equipment, such as tractors, mowers, power rakes and aerators shall be in good working condition with all the necessary safety devices to ensure safe operation. All hand held tools and small equipment shall meet OSHA requirements for safety and operation. All hand tools, ladders, rakes, etc. shall be in good condition and of proper design for their intended use. It shall be the Contractor's responsibility to ensure all of his/her employees are properly trained in the operation of the equipment they are using. Additionally the Contractor shall be responsible for providing all necessary personal protective equipment to all his/her employees.

The PIMC reserves the right to halt any or all of the Contractor's activity when safety issues are violated.

9. Storage

The Contractor shall not store chemicals on site. PIMC shall not provide storage for equipment, materials or supplies.

10. Government Furnished Property and Services

The government shall furnish, without cost to the Contractor, the following property and services:

• Reasonable amounts of water from existing sources.

• Reasonable amounts of electricity from existing sources.

• Trashcan receptacles.

11. Reports

The Contractor shall file reports of services provided, to the Engineering Department, each time there is a request for payment. The Contractor shall work directly with the Engineering Department to establish daily, weekly, monthly and/or yearly reports as necessary.

12. Deliverables

The Contractor shall submit to the COR for approval a detailed listing of all chemicals to be used, including quantities and SDS sheets on each item.

The Contractor shall submit to the COR for approval a detailed listing of all consumables to be used, including quantities and specifications. For the purpose of this contract, consumables are considered items that are used then replaced, or only used once and not recoverable. Examples of consumables include, but are not limited to, fertilizer, grass seed and garbage bags.

13. APPENDICES.

A. Estimated Workload Data

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED

QUANTITY

1 Improve of Grounds 12 Months

2 Semi-improved Grounds(Include Unimproved Grounds) 1.5 Acres

3 Edging 5,310 Lineal feet

4 Trimming 6,000 Lineal feet

5 Maintain Bedding Areas and flower beds 10 Square yards

6 Trees 1 Acres

7 Roads 17,045 Square yards

8 Parking lots 22,829 Square yards

9 Sidewalks 3,208 Square yards

10 Stairs and landings 933 Square yards

11 Ramps 983 Square yards

12 Areas without Irrigation Systems that require manual watering techniques

0 Acres

13 Irrigation systems 5,664 Lineal feet

14 Police grounds 26 Acres

15 Mulched areas 0 Square yards

16 Aerate soil 2 Acres

17 Fertilized and add soil amendments 2 Acres

18 Special events and emergencies 12 Units