SOW LAWN CARE SEFSC 2022-010.docx

STATEMENT OF WORK

National Oceanic and Atmospheric Administration (NOAA)

NOAA FISHERIES

Southeast Fisheries Science Center, Lafayette Laboratory Grounds Maintenance

I. Background/Overview:

The levelgrounds at the NOAA/Estuarine Habitat and Coastal Fisheries Center need regular lawn care throughout the year. The established grounds are in a manicured/ maintained state for which continued maintenance is needed. See aerial photograph for size and composition.

II. Scope of Work The Contractor shall provide all labor, supervision, transportation, equipment, and materials for the general care of the existing outdoor landscape. Exterior grounds consist of lawns, native grass areas, gravel, plant beds, parking lot, walks, driveways and curbs. An area at the back of the property is designated for dumping of such vegetative waste (compost). This shall include collections of grass clippings when and where the clippings leave dead vegetation visible on the surface.

III. QUALITY CONTROL PERFORMANCE STANDARDS

This contract includes a Quality Control Program (QCP). The QCP plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the QCP shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and shall be conducted by the COR. The QCP constitutes a material aspect of the contract and shall not be changed or otherwise modified without prior written approval of the Contracting Officer.

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount or the price of the contract may be reduced to reflect the reduced value of services performed. If the defects in services are not corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements.

IV. Tasks.

· Task 1: Mow Grass cutting of all lawn areas must be completed on a schedule that ensures 26 cuts are performed per period of performance. Grass clippings must be removed or mulched when visible after mowing. All improved and semi-improved grounds and native grassed areas must look well-manicured.

The contractor shall cut the grass evenly, taking care to prevent scalping, uneven mowing, rutting by equipment, and damage to trees and shrubs. All trash, litter, tree limbs and other debris shall be removed prior to cutting. All clippings shall be removed by the day following the cutting. Grass shall be trimmed in conjunction with mowing. The grass shall be trimmed from around the buildings, parking lot, and fencing on site.

· Task 2: Edge Sidewalks, driveways, curbs and other concrete or asphalt edges located in the improved/semi-improved grounds must be edged concurrent with mowing per schedule. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs in conjunction with grass cutting.

Grass and weeds must be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, road shoulders and other fixed obstacles concurrent with mowing schedule. Damage to trees and shrubs from trimming must be repaired by the contractor.

· Task 3: Disease Control/Pest Control (Fire Ant) The Contractor must provide fire ant control in lawn and flower beds concurrent with mowing schedule. The facility manager and Contracting Officer's Representative is to be notified, in writing, when any other disease or pests are found.

All lawn areas shall be sprayed twice per year with an environmentally safe chemical to control insects and pests that occur. The products are to be non-toxic, biodegradable, and made from renewable sources (not petroleum) to promote a healthy and green environment when possible.

· Task 4: Weeding Herbicide application for weed control shall be provided a minimum of twice per year around the building, parking lot, and all paved areas where weeds grow through concrete cracks. Herbicide along fence lines is allowed.

· Task 5: Remove Debris The Contractor shall perform general litter patrol on all grounds. Responsibilities shall include, but shall 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. Sidewalks and paved areas must be cleaned of all lawn clippings after each mowing. Parking Lots/areas, walks, curb-gutter, sidewalks and concrete flat-work must be kept debris free (includes bark debris, dust, and dirt) with the debris properly removed and disposed of offsite. Removal of debris shall be concurrent with mowing schedule.

· Task 6: OPTION Storm/Exceptional Cleanups Should the property suffer damage during a significant weather event or a government need arises, a site inspection shall be completed by the contractor. Upon inspection, the contractor shall provide a quote and schedule for cleanup to the COR and the Contracting Office. The CO will provide approval for commencement of work.

· At a minimum, post-storm cleanup shall include debris and trash from downed trees, branches, limbs, leaves, and trash.

· Pick up debris, trash, and trees and transfer to the staging area for subsequent pick up and removal. This shall require hand raking the site to remove as much small debris as is feasible.

· Loading, hauling, and legally disposing of all debris and trash per Louisiana State laws.

V. Period of Performance The base period of performance is expected to begin the date of award through 12 months, with the 1st service being performed within 14 business days from the date of award. The purchase order includes 4, 12 month Option period.

Options for Storm/Exceptional Cleanup are allocated for each 12 month period of performance and usage will be based on the needs of the government.

VI. Place of Performance The Place of Performance is the Estuarine Habitat and Coastal Fisheries Service, 646 Cajundome Blvd, Lafayette, LA 70506.

VII. Deliverable Schedule Contractor employees shall generally perform all work between one (1) hour before sunrise and one (1) hour after sunset, Sunday through Saturday (except Federal holidays).

1. Within five work days of the contract starting date the Contractor shall submit to the Contracting Officer's Representative schedules and plans to accomplish required services throughout 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 Contracting Officer's Representative and revise the schedule as necessary.

The Contracting Officer's Representative 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 Contracting Officer's Representative.

2. Mowing, edging, disease control/pest control, weeding, debris removal shall be required 24 times (every two weeks or per revised schedule) per period of performance.

3. The contractor shall provide herbicide application twice per year

4. The contractor shall provide Disease control/pest control to all lawn areas twice per year

5. Storm/Exceptional Cleanup site visit conducted with-in 24 hours of request from the COR

6. Storm/Exceptional Cleanup quote and schedule due to the COR and CO with-in forty eight (48) hours of site visit.

VIII. Performance Requirements Summary All services provided under this contract are required to meet the quality and performance standards described herein.

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.

A. The following guidelines are for reference only and final results shall be the determining factor for the success or failure of this contract. Performance shall be based on the Contractor’s effort in meeting the performance and quality standards, not the frequency or method of performance.

1. Mowing and Trimming Operations: The Contractor shall prevent scalping, uneven mowing, rutting by equipment, damage to trees and shrubs during contractor operations. At no cost to the government the contractor shall replace shrubs and trees damaged during mowing operations. Precautions shall include removal or repair of equipment causing unnecessary damage or procedures causing unsatisfactory mowing. The Government is not responsible for damage to contractor’s equipment due to trash, debris, or uneven terrain. Contractor shall maintain all open drainage systems; open culverts under driveways and roads free of debris, trash, limbs, leaves and grass clippings. Grass shall be cut from January through December and the number of cuts shall not exceed 26 cuts per period of performance. 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 and all areas shall be trimmed concurrent with mowing. Damage to trees and shrubs from trimming, caused by the contractor shall be repaired by the Contractor at no additional cost to the Government.

If a plant should die or become unhealthy due to damage caused by the Contractor, the Contractor shall be responsible for replacing the damaged plant or tree with a plant or tree of the same species, and size. Plant or tree replacement or repair shall occur within 15 days of noticed damage. It is the Contractor’s responsibility to ensure their trimming or mowing services do not damage trees. Sod shall be completely removed from around the base of all trees in the lawn area and 24 inches away from the edge of trunk, to form an even circle around the tree. If grass seeding is needed to repair damaged areas, use a compatible grass seed mixture.

2. Edging. Grass shall be cut back from all edges 0.5” to 1.5” and not cut deeper than 1.5” to 2”. Edging shall include removal of vegetation from cracks, and expansion joints in sidewalks, driveways, stone landscaping, and curbs. Grass shall not extend over the edge of parking lots, concrete streets, pads, sidewalks, driveways, paved areas or curbs in all areas.

3. Weed Control. Lawns shall be maintained to show continual progress in removal of annual and perennial weeds, including all clover and coarse grass species. Parking lots, plant beds, walkways, stone landscaping, and patio area shall be kept free of weeds, grasses, leaves and debris. Planting beds shall be kept free of weeds, grasses, leaves and debris. Sprays specific for problem vegetation are permitted.

4. 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 the building shall be kept free of soil. 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. An area at the back of the property is designated for dumping of such vegetative waste (compost). This shall include collections of grass clippings when and where the clippings leave dead vegetation visible on the surface.

5. Final Work. During the last two weeks of the contract, the Contractor shall leave all tree mounds and rock beds in a weed free condition. Grass shall be mowed, weather conditions permitting, regardless of height.

IX. GOVERNMENT ACCEPTANCE:

The COR shall have the right to reject or require correction of any deficiencies found that are contrary to the information contained in the SOW. In the event of a deficiency, the Contractor shall be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the deficiency. The Contractor shall work with the COR to assure that all deficiencies are corrected.

X. Performance Objectives and Thresholds 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.

The preferred method of resolving deficiencies is to allow re-performance to correct the deficiencies. The Contractor shall be provided with the opportunity to correct substandard performance within one business day. When substandard performance is not corrected within the specified timeframe or the Contractor refuses to reperform the service, the unsatisfactory service is then logged as a deficiency. Deductions for deficiencies shall be calculated as 1/30th of unit price for each day that the Contractor fails to correct.

XI. Government-Furnished Resources The Government will provide Vehicle Gate Access to allow equipment entrance within fenced areas.

The Government will not furnish any supplies, equipment, property or other resources to the Contractor in support of this contract.

Description of other access or equipment requirements not already addressed above:

XII. Applicable Standards The Contractor shall furnish all supplies, materials, and employee training necessary to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

The Contractor shall follow all applicable Occupational Safety and Health Act (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 Contracting Officer's Representative within 10 days after contract award date.

The Contractor shall 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.

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 vendor must obtain and maintain at his/her expense, all necessary permits and licenses, and insurance for the conduct of operations under any order resulting from this Request for Quotation, and hereby agrees to comply with all applicable municipal, State and Federal regulations. This includes Title 7, Chapter 6, Section 136 of the United States Code, Insecticides and Environmental Pesticide Control. All personnel handling pesticides or herbicides shall be certified and licensed in the state in which the work is to be performed. All pesticides and/or herbicides shall be authorized/approved for use by each state in which the work is to be performed.

XIII. Special Requirements

a. IT Security The contractor will not require access to Federal Buildings, DOC Systems and includes an IT component

b. Security Requirements The service does not require contractor access to classified or sensitive information.

XIV. Evaluation Factors:

The Government will issue an order resulting from this request for quotation to the responsible offeror whose quotation results in the best value to the Government, considering both price and non-price factors. The following factors will be used to evaluate quotations:

Technical Evaluation Factors:

Factor 1 - Experience - The offeror's background, experience, and qualifications will be assessed to determine the likelihood that that offeror can successfully perform the contract requirements and the degree of the risk of non-performance. The vendor shall provide a brief overview that demonstrates an understanding of the scope, deliverables required and how this understanding plays into the expertise offered. The offeror must include with the offer package, certification or license for any and all employees that shall be handling or applying pesticides in performance of this Statement of Work to be considered for award.

Factor 2 - COST/PRICE. The proposed prices/costs will be evaluated. The cost evaluation will determine whether the proposed costs are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed costs must be entirely compatible with the technical approach.

XV. Government Contacts: Provided at time of award.

Contract Officer Representative and Facility Manager, Joy Merino, Joy.merino@noaa.gov, 337-291-2109 Onsite representative Wyatt Roy, Wyatt.roy@noaa.gov, 337-322-0073 XVI. Contractor's invoice.

The Contractor shall prepare and submit invoices to mb.invoices@noaa.gov. If the invoice does not comply with these requirements, the designated billing office will return it within 7 days after receipt with the reasons why it is not a proper invoice. Invoices shall not be submitted monthly in arrears and the government has made acceptance. Any invoices submitted prior to this will be returned to the vendor as unacceptable. The Government will take into account untimely notification when computing any interest penalty owed the Contractor. Terms are Net 30. Please do not seek payment information until the 30 days have passed from acceptance. NOAA does make every attempt to make prompt payments.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Contract number or other authorization for supplies delivered or services performed (including order number and line item number).

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading

(vi) Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

(vii) Any other information or documentation required by the contract (e.g., evidence of shipment, Bill of Lading (BOL) invoice showing exact charges if freight exceeds $100. The government will only pay exact costs for freight when the charge exceeds $100, must be supported by airway or BOL invoice)