SOW Grounds Maintenance AIHC and AIDC 2023.pdf

SCOPE OF WORK

GROUNDS MAINTENANCE SERVICES

INDIAN HEALTH SERVICE – ALBUQUERQUE AREA

ALBUQUERQUE INDIAN HEALTH CENTER – ALBQUQUERQUE SERVICE UNIT

ALBQUQUERQUE INDIAN DENTAL CLINIC –ALBQUQUERQUE SERVICE UNIT

I. GENERAL

A. Purpose:

The purpose of this contract is to provide Grounds Maintenance Services to ensure a safe, clean, and hazard free environment for patients, staff, and visitors.

The Contractor for this work shall provide all labor, equipment, tools, materials, supplies, supervision and transportation to perform landscape maintenance services as necessary to perform the work required.

B. Location of Work:

The work is to be performed at the Albuquerque Indian Health Center (AIHC), Albuquerque, New Mexico, and Albuquerque Indian Dental Clinic (AIDC), located on the campus of the Southwest Indian Polytechnic Institute (SIPI), Albuquerque, New Mexico. The required work shall be inclusive of all buildings, parking lots, sidewalks, landscape and grounds for these facilities as shown on the attached site plans. The Albuquerque Indian Health Center Site consists of 9 buildings on 7 acres. The AIDC is a single 2,440 sq. ft. building and sits on approximately 4 acres of land within the (SIPI) campus, Albuquerque, New Mexico. See attachments of aerial view for each site. The POC for both sites will be the Maintenance Mechanic Supervisor Patrick Patricio.

C. Facility Procedures:

1. The Contractor shall attend and participate in an initial meeting with the COR, Facility

Manager, Maintenance Mechanic Supervisor and Maintenance staff within two weeks from the date of Notice to Proceed (NTP) from the Contracting Office. The pre-performance meeting agenda shall include, at a minimum, a review of the specific facility’s Contractor procedures, safety and security measures, work schedule, and any required coordination.

Services shall not commence until after the pre-performance meeting has been held.

2. The Contractor shall perform all general maintenance work during normal business hours, 8:00 a.m. to 12:00 p.m., on Monday, Wednesday, and Friday, excluding Federal Holidays.

Authorization other than normal work hours shall be coordinated and approved in advance with the Contracting Officer Representative (COR).

3. The Contractor shall perform services at AIHC 3 days a week, 4 hours per day, on Monday, Wednesday and Friday. Work at AIDC shall be 3 days a week, 2 hours each day on Monday, Wednesday and Friday. Any changes to the schedule shall be coordinated in advance with the COR.

4. The Contractor shall coordinate all work with the respective Facility Maintenance Contact.

Work is to be completed while the facilities remain in operation. The Contractor shall ensure that the services do not disrupt patient care.

5. The Contractor shall sign in and out with the Facility Maintenance office during every visit when arriving on site and when work is completed. A Contractor’s badge shall be provided to each crew member on-site and shall be worn as work is performed. Badges shall be returned at the end of the work day or at the end of the service period as determined by the Facility/COR.

6. The Contractor shall adhere to all policies, standards, and requirements of the respective facility while on-site. Safety procedures shall be strictly adhered to at all times.

7. The Contractor shall be aware that AIDC is located on (SIPI) school campus and may be closed during holidays during the year. It also may be closed so students can attend cultural activities on their reservations. The Contractor shall adhere to all school campus requirements and regulations while on-site and re-schedule services as necessary with the Facility Maintenance Office or COR.

II. WORK TO BE PERFORMED

A. General Maintenance:

The Contractor shall be responsible for the maintenance of the grounds which will include, at a minimum, landscaping maintenance, lawn maintenance, lawn sprinkler maintenance, parking lot cleaning, street cleaning, collection and disposal of all trash and debris, and other grounds maintenance at each facility. The Government will provide 30 gallon exterior trash containers for the facilities and a water source for cleaning as described in this SOW.

The Contractor shall perform the following services each day or as noted:

1. Remove filled trash container liners from all receptacles and replace with new liners. Liners shall be sized for the containers and rated for exterior use.

2. Clean and wash the interior and exterior of trash containers a minimum of twice a month or as needed.

3. Pick up trash and debris from parking lots, gutters, porches, entrances, and throughout the clinics and facility campus to maintain a clean appearance and safe conditions.

4. Sweep and clean all sidewalks and outdoor concrete stairways to provide clear access for all users. All areas near building entryways shall be hand swept to avoid dirt and debris from entering the buildings.

5. Remove weeds and leaves, broken tree branches, throughout the grounds by hand or mechanical methods.

6. Trim all bushes and trees to prevent overhanging, brushing against buildings or fences, and obstruction of walkways and parking spaces a minimum of twice per month or as needed.

7. Water all plants, bushes, and trees, except in the event of rain, a minimum of once per week during the months of March to September and as scheduled with the Facility Maintenance.

8. Haul away all collected trash, debris, tree trimmings, clippings, and all undesirable materials from grounds after every site visit to an appropriate and approved waste facility or landfills.

9. Trim plant material that has become a hazard (blocking driver’s line of vision, pedestrian pathways, etc.)

10. Check irrigation equipment for leaks, breaks, and malfunction and repair as needed. Maintain irrigation systems for efficient water application to reduce overspray and eliminate water runoff from the lawn and planted areas.

11. Remove cob webs and debris from building structures (outside stairwells) and signs.

B. Seasonal:

1. Fertilizer: The Contractor shall provide MSDS information and meet requirements to comply with the State, OSHA Regulations to the Facility Maintenance Supervisor for any fertilizer to be used prior to application. Fertilizer and tree job stakes shall be applied only under the supervision of the Maintenance Department and shall be scheduled accordingly. Add fall lawn fertilizer with high phosphorus content to encourage root growth.

2. Lawn Care: The Contractor shall maintain all lawn areas by mowing, edging all areas around trees, shrubs, buildings, posts, fences, flower beds, sidewalks and curbs with lawn trimmers after each mow, to control the over growth of weeds. The Contractor shall aerate and power rake lawn twice a year. The Contractor shall use appropriate fertilizer to maintain a healthy lawn. It is the responsibility of the Contractor to remove all litter and debris before and after each mowing. (grass clippings)

3. Irrigation: The Contractor shall maintain all irrigation systems. The Contractor shall make necessary repairs as needed to ensure lawn, bushes and trees are properly watered. The Contractor shall schedule watering according to local water usage ordinances and ensure water waste is kept to a minimum. (Monthly) Inspect all irrigation valves and emission devices to be sure they are functioning properly. Use of timers is strongly recommended.

4. Leaf Removal: The Contractor shall remove all fallen leaves during the fall season a minimum of once a month or as needed. A schedule shall be coordinated with the Facility Maintenance Supervisor to ensure that the grounds are clear of leaves and provide a safe environment. Bagging is required and should be used to avoid blowing clippings into any of the porches, walkways, flower beds, sidewalks, driveways, and parking lots

5. Pruning: The Contractor shall prune and trim all trees and bushes once per year to facilitate new growth. Trees near fence lines shall be trimmed to prevent extending over the property.

All dead limbs shall be removed and properly disposed of.

6. Snow Removal: During winter months, the Contractor shall provide snow and ice removal at all sites on an as needed basis to be coordinated with the Facilities Maintenance Department.

The Contractor shall perform these services on all sidewalks and parking lots before 7:00 a.m. during business days to provide safe access for all employees, patients, and visitors.

The Contractor shall perform the following:

a. Clear snow and remove ice from all sidewalks by hand or with approved devices.

b. Clear all parking lots with snow plow and/or ice removing equipment.

c. Provide ice melt and spread on all sidewalks and parking lots after snow and ice removal.

d. Application of ice melt shall be performed according to manufacturer instructions.

C. Equipment:

The Contractor shall be responsible for providing all necessary mechanical equipment for street and parking lot cleaning and landscape maintenance. Vacuum and blower equipment, specifically designed for outdoor use and care, shall be permitted in the parking lots, sidewalks, and throughout the grounds. However, they will not be allowed near entrances to the clinic and buildings and near HVAC fresh air intakes. This will prevent dust and unwanted odors to affect the air quality for each building or areas.

III. DELIVERABLES

A. Service Orders:

The Contractor shall provide a written service order each week with the dates of service, hours worked, and summary of services performed. The Contractor shall provide information regarding any problems or issues that the Maintenance department should be made aware of.

B. Submittals:

The Contractor shall provide cut sheets for all chemical products to be used, including MSDS sheets, prior to start of work for review and approval.

The Contractor shall provide information on all equipment and power tools to be used during the performance of these services.

IV. PERIOD OF PERFORMANCE

The base performance period for this service shall be one year from notice to proceed. Option year renewals, up to four additional years, shall be exercised on the basis of existing requirements of the Government, availability of funds, and satisfactory Contractor performance. Option years will be added to the agreement prior to the end of the current year upon recommendation of the Government and acceptance by the Contractor.

V. INVOICES

Invoices shall be submitted monthly and shall be all-inclusive of all required costs and applicable taxes. Invoices shall be submitted to the COR and/or designated POC for review and recommendation.

The invoices shall, at a minimum, include the following:

1. Contract number

2. Contractor’s Name and Address

3. Contractor’s DUN’s Number

4. Invoice number

5. Invoice period

6. Valid Signature and Current Date

End- Scope of work.