SOW_Lawn Maintenance.pdf

STATEMENT OF WORK

LAWN MAINTENANCE SERVICES

US Department of Agriculture

Agricultural Research Service

US Horticultural Research Laboratory

2001 South Rock Road

Fort Pierce, FL 34945

The US Department of Agriculture (USDA), Agricultural Research Service (ARS), U.S

Horticultural Research Laboratory (USHRL) has a requirement for lawn maintenance and landscaping services for 5 years (Base + 4 Option Years). Work to be performed at

2001 South Rock Road, Fort Pierce, FL 34945.

Period of Performance:

Year Period of Performance

Base Year Mar 14, 2023 – Mar 13, 2024

Option Year 1 Mar 14, 2024 – Mar 13, 2025

Option Year 2 Mar 14, 2025 – Mar 13, 2026

Option Year 3 Mar 14, 2026 – Mar 13, 2027

Option Year 4 Mar 14, 2027 – Mar 13, 2028

1. SCOPE OF WORK: LAWN MAINTENANCE

The term under this contract is for the Contractor to perform full lawn maintenance and landscaping services to include a minimum of forty (40) grass cuttings per 12-month period or more as needed. Lawn services include mowing, trimming, edging, hedging, leaf blowing, and weeding.

Proper removal and disposal of any lawn litter including trash, and the clearing of landscape debris such as grass clippings, dry leaves, sticks, fallen tree branches, boots from trees, and loose rocks, etc.

A. Ground Maintenance

1. Grass Mowing:

a. Mowing height shall be according to the type of grass. Must maintain mowing height not to exceed one third (1/3) of the leaf blades

(approximately 3”- 4” in height). Leave clippings on lawn to serve as extra nutrients. Distribute large clumps of clippings by mechanical blowing, collecting, removing and/or spreading across the lawn.

b. When mowing, grass clipping discharge shall not be directed towards storm drains or retention ponds. Special attention not to direct grass clippings towards the planter’s volcano rock and the shell rock in the

Micro lab building mini pond. Built up grass clippings tend to clog the shell rock thus restricting water flow.

c. Mow the pathway at its lowest level for excess water to flow from the

Micro Lab and greenhouse retention pond to the overflow storm drain.

d. Change grass mowing patterns as much as possible to prevent any depression on the ground and to equally allow grass to grow healthier.

Cut in pattern that discharges grass clippings away from roads, sidewalks, covered walkways, storm drains, shrub beds, and parking lots.

e. Grass shall not be mowed when ground is wet or saturated. Partial mowing may be allowed unless the weather forces delay. Continue mowing as favorable weather conditions exist.

f. Must not spin wheels on wet grass and on steep slopes as it can cause ruts.

g. Cutting blades must always be kept sharp before each cutting in order to maintain a good, clean cut and to minimize turf damage.

h. Keep lawn clear from any debris or litter.

i. Minimum number of grass cuts per month as follows:

January (2) February (2) March (2) April (4)

May (5) June (4) July (4) August (5)

September (4) October (4) November (2) December (2)

2. Trimming and Edging:

a. Trimming and edging shall include any areas bordered by grass such as sidewalks, driveways, parkways, curbs, plant beds, shrubs, irrigation control boxes, sprinkler heads, irrigation manifold boxes, palm trees, security fence, any vegetation and trees touching the buildings and concrete walls.

b. Trim any tree branches overhanging on sidewalks or walkways blocking pedestrian path.

c. Trim tree branches blocking the security cameras.

d. Trim shrubs accordingly at least twice (2X) within the 12-month period. Must use a single hedge trimmer with leaf rake to prevent trimmings falling to the ground. Maintain long straight hedge rows.

e. Trim grass around five (5) retention ponds down to the water line level and any grass blocking the storm drain channels and blocking the irrigation manifold controls.

f. Clear main overflow outlets from any obstructions such as tall grasses and debris.

g. No hedging on shrubs are allowed following growth flushes.

3. Leaf blowing:

a. Must clear all grass clippings, dried leaves and/or any debris away from sidewalks, covered walkways, planters, covered porches, parking lots, curbs, carports, lava rock islands, storm drains, swale, roadways, driveways, picnic area and concrete aprons immediately after mowing and/or edging to eliminate tracking of dirt, grass and debris around facilities.

b. Leaf blow any dry leaves sitting on top of screen covered picnic area, underneath the trailer, swales, and around the trench drains.

c. Leaf blow loading dock, greenhouse areas and insectary covered entry area.

d. Return lava rock to the plant beds when it accidentally pushes over into the sidewalks and parking lot curbs when walking, leaf blowing, or cutting the grass.

4. Trash Disposal:

a. Disposal of any trash collected shall be the responsibility of the contractor.

b. Contractor is responsible for picking up any debris laying on the lawn, ground, sidewalks, parking lots and even debris (such as down palm tree leaves) behind the flower beds.

5. Weeding:

a. Weeds growing around sprinkler heads shall be trimmed or weed treated to prevent any grass or weeds obstructing the water spray.

b. Must inspect and apply herbicides for any weeds growing in the sidewalk, curbs, pavement, plant beds, volcano rock, tree ring, in between buildings, security fence, and parking lot.

c. Pull out any dry leaves, any unwanted growth around and inside ornamental plants, and shrubs at least twice (2X) within the 12 months period.

d. Remove any unwanted tree shoots and vines crawling alongside of the buildings, shrubs, planters, and along the security fence.

6. Clearing Canal Vegetation:

The entire length of the canal to service is measured approximately 1,787 linear feet including a 20 ft. transition ditch that connects both sides to the county ditch area. Cutting the grass covers up to approximately 10 ft.

from the shoulder of the canal to the roadway. Maintain the removal of vegetation that impedes the flow of water into the canal. Cut the tall grasses down to the water line level of the canal including removal of clippings or any debris. Cut sides well sloped, clean, and properly graded.

For security purposes, clear out tall grasses and any vines growing along the fence impeding clear view of the surroundings. Major emphasis of grass cutting are focused during dry season or before the start of hurricane season (June – November) when vegetation is very active.

7. All elements of the lawn maintenance cycle shall be completed the same day they are started unless bad weather conditions prevail.

B. Irrigation

1. Irrigation system timer shall be USHRL responsibility.

2. The Contractor shall be held liable for any damages done as a result of reckless lawn maintenance operation, such as running over sprinkler heads and any fixed objects such as signs, posts, etc.

3. Report any problems which may require immediate maintenance or repair to the irrigation system.

C. Hurricane Recovery

The contractor shall be required to provide at least 2 crews immediately following any emergency (windstorm, hurricane, etc.) to act as its lawn maintenance recovery team to remove any debris on the ground caused by hurricane no later than 24 hours after emergency re-entry begins.

2. SCOPE OF WORK: LAWN TREATMENT

The terms under this contract are to provide lawn treatment program to approximately 43,560 sq. yd. (392,040 sq. ft.) which includes fertilizing, herbicide, fire ant mound control and lawn pest treatment. Primary objective is to maintain a healthy, vigorous, and green lawn throughout the year.

The minimum lawn treatment plans are as follows:

Month Herbicide Fire Ant

Mounds

Liquid

Pesticide

Granular

Fertilizer January X

February X

March X X

April X

May X

June X

July X

August X

September X

October X X X

November X

December X X X

TOTAL 6 3 6 2

Herbicide – 6 treatments/year

Fire Ants Mound – 3 treatments/year

Liquid Pesticide – 6 treatments/year

Granular Fertilizer – Twice a year

a. Fertilizing. Applied timed slow-release fertilizer to cover the 3-4 months per application.

b. Herbicide. Applied to any visible weeds growing in the pavement, concrete slabs, parking lot islands, curbs, sidewalks, walkways, crushed rocks (roadways, around pilot plant and micro lab bldg.), planters, tree rings, fence line, building perimeter, and rock beds.

c. Reemergence herbicide to control annual weed problems.

d. Lawn Pest. Treat lawn for any indication of the presence of cinch bugs, web worm and or any signs of lawn infestation.

e. Pesticide: Applied to any visible fire ant mounds within the property.

f. Contractor must scout the area for any signs of disease and insect problems and apply appropriate treatment to prevent lawn damage.

g. Contractor shall post signs to notify that lawn treatment and pesticides are being applied.

h. Contractor must develop an Integrated Pest Management (IPM) program to minimize use of pesticides. Proper culture, pest monitoring, sanitation and timing are all part of the IPM program.

i. Strictly follow manufacturer recommendation in mixing lawn chemical solutions. It is prohibited to thin solution with water when not prescribed by manufacturer.

j. Apply lawn chemicals after grass cutting for lawn chemicals to effectively react to lawn. Coordinate with lawn maintenance contractor for lawn cutting schedules.

k. Add sticker to lawn chemicals to prevent chemicals from being washed out when it rains.

l. Any lawn chemicals must have an interval minimum of 2 weeks in between applications to be more effective and prevent any cross contamination of lawn chemicals.

m. Due to the mission of USHRL, pest control must be accomplished primarily by granular application except spot spraying of insecticide.

n. Due to research sensitivity in the greenhouses and insectary building, all scheduled applications must be coordinated at least one week in advance with the Facility Manager/Contracting Officer Representative (COR) and

Greenhouse Manager.

o. Must keep the sprayer as low as possible when treating near sensitive areas such as greenhouses and Insectary building to prevent being pulled by air conditioners, cooling and exhaust fans.

p. Contractor shall inform or call Facility Manager/COR when to schedule the monthly lawn treatment and type of lawn treatment application.

Verification of contractor presence in applying lawn treatment is required for processing invoices.

q. Lawn treatment service ticket must be provided to the location to document the date and type of lawn chemicals applied.

r. Transparency and accountability are both norms for all government contracts, particularly regarding information on what is being invoiced.

3. SCOPE OF WORK: TREE PRUNING

Pruning of palms is mainly performed for aesthetic reasons like the removal of dead, diseased, or chlorotic lower fronds. The removal of completely dead fronds can improve appearance, eliminate hiding places for vermin, and decrease the chance injury or damage from falling fronds. However, pruning of dead fronds may be unnecessary on some species with crown shafts.

a. Contractor shall perform annual tree pruning to approximately 82 Sabal palm trees, 5 Washingtonian trees, 3 coconut trees, and 1 Chinese fan palm. Oak trees and maple trees must be trimmed as needed.

b. The annual tree pruning must be scheduled before the start of hurricane season, typically the month of April.

c. Contractor must use a bucket lift to trim all palm trees.

d. The Contractor shall not allow any person to use shoes with spikes, spurs, climbing irons or any other footwear, which may cause injury and disease to the trees being trimmed.

e. Palm fronds must be trimmed up to the 10:00 o’clock & 2:00 o’clock positions removing all berry stalks and all boots. Trimming of coconut trees is an exception.

f. All exotic growth or growth not of the same species shall be removed from the palm. Sabal Palms shall be trimmed to remove loose "boots" and provide for a clear trunk.

g. Must trim any tree limbs that are blocking the sidewalks, parking lot, pedestrian, and vehicle gates, or that are touching the carports and picnic area pergola.

h. All palm fronds and debris must be properly disposed of by the

Contractor. No debris is to be left on the ground or in the roadways.

i. The Contractor shall be responsible for using the proper safely equipment whenever work is being performed. Adequate barricades and warning devices shall be placed properly to warn personnel and vehicles of the work site.

4. CONTRACTOR QUALIFICATIONS

a. The Contractor’s firm must have a thorough understanding of lawn maintenance, landscaping and lawn treatment services that meets the

Federal, State, County and or City laws, regulations, and ordinances.

b. Contractor who will be carrying out the assigned task must have a minimum of three (3) continuous years’ experience in the ownership and direct management of arboricultural work.

c. Contractor must carry current state licenses and or certificates to perform the assigned tasks.

d. Contractor must be responsible in obtaining any permits, licenses, certificates, or fees required for the performance of all duties.

e. Contractor must provide at least (3) references of successful completed lawn maintenance service contracts.

f. The Contractor will be responsible to supply all lawn equipment, power tools, hand tools, personal protective equipment, covering, cleaning equipment, supervision, transportation, and all efforts necessary to carry out the assigned task herein. The service cost is to include any equipment rented or owned by the contractor.

g. All services shall be inclusive and completed in a workmanship manner and in accordance with the Federal, State, County and or City standards. Any services which are not presented in an orderly and reasonable neat and or workmanlike appearance shall be reworked when so directed by the

Contracting Officer or Government authorized representative at no cost to the Government.

h. The Contractor, upon completion of work, is responsible for cleaning and removing from site all debris, materials, and equipment associated with the work performed.

i. Contractor must wear appropriate uniform in accordance with applicable

Local, State and Federal regulations. Uniforms must clearly identify employee of the Contractor. Vehicles must clearly identify Contractor’s name

5. SUBMITTALS

a. The Contractor shall submit proposed detailed Lawn Maintenance and

Fertilization Schedule, Execution Plan, Quality Control Plan, and procedures to Contracting Officer for approval before work is started.

b. Submit manufacturer’s product data sheets, manufacturer application instructions, and Safety Data Sheets (MSDS) in accordance with the contract specification.

c. Once product submittals are approved, the Contractor must not change approved products at any time during the term of this contract without written approval by the Contracting Officer.

d. The commencement of this contract shall begin only when Contracting Officer issues the Notice To Proceed (NTP) and all the equipment and tools needed are verified complete.

e. Once contract is awarded, contractor must submit a work schedule to the Contracting Officer Representative within five (5) working days.

6. WARRANTIES

a. The Contractor shall provide necessary workmanship in such a manner that does not damage the Government property. In the event damage occurs to the property, or any adjacent property by reason of any repairs or installations performed under this contract, the Contractor shall replace or repair the same at no cost to the Government.

b. Unless otherwise specified, contractor will warrant that all services provided shall be performed in a timely and first-class workmanship manner for the

Government’s maximum benefits.

c. Contractor warrants that all workmanships provided under the contract shall fit for the purpose (s) for which intended and shall conform to the requirements and specifications herein. Acceptance of any service and inspection incidental thereto by the Government shall not alter or affect the obligations of the Contractor.

d. The Contractor warrants that all applications of fertilizers or chemicals will accomplish the intended results. Any damages to any existing landscaping caused by misapplication will be replaced with new landscaping equal to original or equivalent at no cost to the Government.

7. GOVERNMENT RESPONSIBILITIES

a. To provide access to the facility during working hours Monday thru Friday 7:00

AM till 4:00 PM, excluding all Government holidays, until work is completed.

Work schedule other than working hours must be coordinated with the

Government authorize representative for approval.

The Government observes the following holidays:

New Years’ Day January 1

Martin Luther King Jr. Birthday Third Monday January

President’s Day Third Monday February Memorial Day Last Monday in May

Juneteenth Day June 19th

Independence Day July 4

Labor Day First Monday in September Columbus Day Second Monday in October

Veteran’s Day November 11

Thanksgiving Fourth Thursday in

November

Christmas December 25

Note: When a holiday falls on a Saturday, the proceeding Friday shall be considered a holiday. When holiday falls on a Sunday, the following Monday will be considered a holiday. Contractor service, as scheduled by Contractor, to be performed on days that fall on observed holidays will be performed the following working day.

b. No waiver by the Government. The failure of the Government to insist upon the strict performance of any one or more of the terms of this contract shall not be construed as a waiver or relinquishment of the right to assert or rely upon strict performance or option on any future occasion.

c. The Contractor will not be granted access inside the building but will be required to perform duties in controlled areas and will abide by all security regulations imposed.

d. The Government will furnish utility services (water & electricity) at no cost to the Contractor for the completion of the work.

e. The Government will make every effort to review and process Contractor payment request in an expeditious manner, thereby assuring earliest possible payment under the contract terms and provisions.

8. REPORTING REQUIREMENTS AND DELIVERIES

a. The submitted price proposal are to be all inclusive. That is, any cost.

over runs to be absorbed by the Contractor, or any cost savings profit.

b. Any modification to the contract must be in writing, referencing the contract number assigned, and approved by the Contracting Officer prior to any authorization to proceed. The Contractor who fails to acquire a modification in writing will incur any additional costs without payment. Proposed pricing shall include everything the Contractor anticipates necessary to complete the job (i.e., rental equipment, labor, supervision, transportation, subcontractor costs, mobilization costs, demobilization costs, permits, testing, etc.). These costs must be inclusive of the overall proposed price and as such not itemized.

c. The Government will assume no responsibility for Contractor materials and equipment which are damaged due to mishandling, misuse and abuse.

d. Request payment in accordance with the terms of the contract shall consist of :

d.1. Contractor’s invoice must be presented for payment at the completion of the service.

d.2. Obligation of the government to make any payments shall, in the discretion of the CO, be subject to (1) reasonable deductions on account of defects in materials or workmanship, and (2) any overpayments to the contractor shall, unless otherwise adjusted, be repaid to the government upon demand.

d.3. Payments will not be made for materials and equipment in transit.

e. The Contractor shall report to the CO or authorized representative by telephone, any accidents involving injury, death, damaged to Government property resulting from the activities of the Contractors, his subcontractors or employees within the time limit set forth in the Contractor’s Safety and

Health Plan.

e.1. The Contractor written accident report shall be forwarded to the

COR or COR within 1 hour.

e.2. The Contractor shall cooperate and provide data to any follow up investigation of an accident.

9. PROGRAM MANAGEMENT AND CONTROL REQUIREMENTS

The project is under the general direction of the Contracting Officer (CO) or designated Contracting Officer Representatives, referred to as “COR”. Except in connection with major disputes, the CO has complete charge of the work and of the Government. The action taken pursuant thereto, are not intended to and shall not relieve the Contractor of responsibility for the accomplishment of the work either as regards to sufficiency or time of performance.

a. The Contractor shall provide a Contract Manager who shall be responsible for the performance of work. This individual is responsible for the supervision, administration, and coordination of all required services and shall be the direct point of contact with the Government. The person assigned and alternate (s) who shall act for the Contractor shall be designated in writing to the CO prior to the award. When the Contract Manager is absent, the Contractor shall provide telephone number of the Contract Manager and alternate(s) where these persons may be contacted outside normal duty hours.

b. The Contract Manager or alternate shall meet as necessary with Government personnel designated by CO to discuss problem areas. Any major issues, after normal duty hours, the contract manager or alternate shall be available within

2 hours upon request without any cost to the Government.

c. The Contractor shall ensure that employees have the following current and valid certified qualifications to perform the work. Employees not properly certified and qualified will not be allowed to perform the work.

d. The Contractor will not employ persons to work for this contract if such employee is identified to the contractor by the CO or authorized representative as a potential threat to health, safety, security, general wellbeing or operational mission of the facility and its employees. Violators will be removed and be barred from entering the project site.

e. The Contractor will provide a listing of all personnel performing work under this contract. Any changes to personnel list must be made in writing prior to implementation of such change (s).

f. The Contractor will develop and maintain a work schedule for each area to achieve performance standards as identified. The work schedule should indicate the task and frequencies for each work description identified. Before commencement date of contract, the Contractor will submit to the CO the planned work schedules within five (5) days. Notify CO or his authorized representative, in writing of any pending changes to the service schedule five days before implementation.

g. The Contractor shall be responsible safeguarding Government property. At the close of each work period, government facility, equipment and materials shall be secured. Prior to leaving, the Contractor’s work area shall be secure to prevent theft or vandalism.

h. The Contractor will be responsible for any damage caused by their personnel to the building, finishes, furnishings, equipment, etc., and shall repair, clean, replace, or restore damaged items to the condition existing prior to the item being damaged. Report damages to COR.

i. The Contractor shall ensure all personnel are alert to and report any facility discrepancies observed to the Contractor’s Supervisor on duty who shall notify the COR. Report any damage to fixtures, structures, clogged or inoperable drains, or other conditions which prevent the proper performance of their duties. Report all evidence of vermin infestations (i.e. ants, mice, bugs, etc.)

to COR immediately upon discovery.

j. The Contractor will establish and maintain his complete quality control plan to ensure the requirements of this contract are met. Quality control plan will be considered as work or service will be subject to acceptance throughout the term of the contract, to include extensions of contract terms.

10. INSPECTION AND ACCEPTANCE REQUIREMENTS

a. The Contracting Officer (CO) will assign a Contacting Officer Representative (COR) who will be the Contractor primary point of contact with the Government.

b. The COR will review Contractor quality control program, perform surveillance of

Contractor’s performance and inspection procedures, and perform such job inspections as deemed necessary. Agricultural Research Service reserves the right to perform any type of inspections set forth herein.

c. COR will visit the work site whenever it is considered necessary or advisable. The

Government will monitor the Contractors performance using different methods of inspection as necessary to assure Contractor performance meets all the requirements of the contract. Contractor shall correct any deficiencies identified during inspection at no additional cost to the Government.

d. If re-performance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services.

e. As a minimum, inspection procedures shall be performed and recorded to ensure that all requirements are satisfied, and good safety practices are followed.

f. All work accomplished by the Contractor which is not in compliance with the contract specifications for which Government approval is not obtained, if discovered by Government field inspection, shall be completely reworked and replaced in accordance with the specifications at no additional cost to the

Government. In the event the work performance of the Contractor is unsatisfactory, the Contractor will be notified by the Contracting Officer and be given one day to correct the work. Labor for all re-work will be at no cost to the government.

11. ENVIRONMENTAL PROTECTION

As general requirements, Contractor shall provide and maintain environmental protection during the life of the contract as defined herein. Environmental protection shall be provided to correct conditions that develop during the construction of permanent environmental protection features, or that are required to control pollution that develops during normal construction practices.

The Contractor’s operations shall comply with all federal, state and local regulations pertaining to water, air, solid waste, hazardous waste and substances, and oily substances. Contractor shall remove and transport all waste off the Government property and dispose of it in a manner complies with federal, state and local requirements at their own expense.

a. The Contractor shall provide spill and clean up contingency plan in response of emergency in nature on a 24 hour on-call basis.

b. If Contractor spills or releases any substance into the environment, the contractor or its agent shall immediately report the incident to the CO or COR.

c. The liability for the spill or release of such substance rests solely with the

Contractor and its agent. A written report shall be submitted to the CO no later than 24 hours after initial telephonic report. The report shall be in narrative form and as a minimum include the following:

c.1. Description of item spilled (identity, quantity, manifest number).

c.2. Exact time and location of the spill including area involved.

c.3. Containment procedures initiated.

c.4. Description of clean procedures employed or to be employed at the site including disposal location of spill residue.