SOW Reservation Landscape Services.docx

STATEMENT OF WORK

FCI TERMINAL ISLAND

RESERVATION LANDSCAPE SERVICES

A. INTRODUCTION

The Federal Bureau of Prisons (FBOP), Federal Correctional Institution (FCI) Terminal Island, 1299 S Seaside Avenue, Terminal Island, CA, intends to make a single award to a responsible entity for landscape services at Reservation Point, FCI Terminal Island. Services will include all labor, installation, parts and materials if needed.

B. SCOPE OF WORK:

Contractor will perform monthly landscape maintenance services, to include weekly visits to the property. Service must include grass mowing, edging, weeding, ornamental plant & flower care, and irrigation services. Fertilization will be provided twice a year at no additional cost. Quarterly property assessments and recommendations will be provided to the government to review.

C. CONTRACTOR RESPONSIBITITIES AND EXPECTATIONS

C.2 Edging: Edging is the process of defining the boundaries of the lawn and garden beds, creating clean lines for a manicured look. Edging serves both aesthetic and functional purposes. Key steps include the following: Using a mechanical or manual edging tool to create a clear separation between grass and garden beds. Maintaining a consistent and defined edge throughout the property. Periodic maintenance to prevent encroachment of grass into the garden areas.

C.4 Ornamental Plant & Flower Care: Caring for ornamental plants and flowers enhances the overall beauty of the landscape. The care regimen includes the following: Pruning, deadheading, and shaping of shrubs, bushes, and ornamental trees to maintain their form and promote healthy growth. Pest and disease management through early detection and appropriate treatment. Seasonal planting of annuals and perennials to maintain a vibrant display of colors.

C.5 Irrigation: Quarterly irrigation assessments are essential for efficient water management. The contractor shall findings and recommendations presented here aim to enhance the performance of the irrigation system, conserve water, and improve overall landscape health. Implementation of these recommendations will lead to more sustainable water use and a healthier, more vibrant landscape. There will be no additional labor costs for irrigation repair. Expectations are the following:

· Water Usage Analysis: Water usage assessments should provide a comprehensive analysis of water usage. Data showed the total water consumption during the quarter. High water consumption was observed during the summer months, likely due to increased evapotranspiration rates.

· Irrigation System Efficiency: - The efficiency of the irrigation system was evaluated, including sprinkler heads, pipes, and control systems. Findings may reveal several areas where improvements are needed, including the presence of damaged or clogged sprinkler heads.

· Soil Moisture Levels: Soil moisture levels were monitored to assess the adequacy of irrigation and prevent over-watering or under-watering. Some areas showed consistently saturated soil, while others experienced drought stress, indicating the need for better zoning and scheduling.

· Water Source Quality: Water quality from the source was tested, highlighting any potential issues related to contaminants or salinity. Elevated levels of certain minerals were detected, which may impact plant health in the long term.

· Plant Health and Growth: A visual inspection of the landscape was conducted to evaluate the overall health and growth of plants. Signs of overwatering, including mold and rot, were observed in certain areas, while others displayed drought stress symptoms.

· Plant Health Improvement: Develop a plan for improving plant health, which may include pruning, fertilization, and disease control measures. Address specific areas with signs of overwatering and drought stress with targeted care.

· Irrigation Monitoring and Adjustments: Establish a routine for quarterly irrigation assessments and ongoing monitoring to track improvements and adjust strategies as needed. Evaluate if needed repairs and upgrades for the irrigation system, including replacing damaged or inefficient sprinkler heads.

· Water Conservation Measures: Implement a more efficient zoning strategy for irrigation, targeting specific plant and soil needs.

C.6 Debris and Trash Removal in Landscape Services: Debris and trash removal is a vital aspect of comprehensive landscape services. This overview will outline the importance, methods, and key considerations for efficiently managing and removing debris and trash from outdoor spaces. Debris and trash removal is a crucial component of landscape services, contributing to the overall beauty, functionality, and health of outdoor spaces. By addressing the types of debris, methods of removal, and considering environmental responsibility and client preferences, landscape service providers can deliver effective and customized debris and trash removal solutions that enhance the outdoor environment. Debris and trash encompass a wide range of materials, including fallen leaves, branches, litter, broken plant pots, construction waste, and more. Removal prevents the accumulation of unsightly waste and reduces the risk of pests, disease, and safety hazards. Methods of Removal are the following.

· Manual Removal: Handpicking and collecting debris and trash is often the first step, suitable for smaller properties and areas with limited debris.

· Mechanical Tools: Leaf blowers, rakes, and vacuums can aid in gathering and collecting debris, making the process more efficient.

· Waste Containers: Proper disposal is vital, and having designated waste containers, such as bins, bags, or dumpsters, is essential.

C.7 Safety Measures and Environmental Responsibility: Incorporating sustainable practices, such as water conservation, the use of organic fertilizers, and responsible waste disposal, demonstrates a commitment to environmental responsibility.

· Environmental Responsibility: Consider environmentally responsible disposal methods, including recycling and composting where applicable. Ensure compliance with local waste disposal regulations and guidelines.

· Safety Measures: Debris removal may involve handling potentially hazardous materials, so employees should follow safety protocols, including wearing appropriate gear and using tools safely.

C.8 Permits: Contractor shall be responsible for acquiring and maintaining any necessary permits.

C.9 Contractor shall comply with all applicable Federal, State, and Local safety standards providing their on-site workers with all necessary OSHA recommended safety equipment to include, proper personal protective equipment, Lock-Out/Tag-Out applications, and any “job-site specific” safety equipment deemed necessary to safely complete the project described in this SOW. All seismic zone requirements, environmental compliance, Life Safety, NFPA, ADA-ABA, and Federal, State and Local codes and regulations will be considered during all phases of this project.

C.10 The contractor awarded the contract will be responsible to ensure the premises are kept clean and free from accumulations of waste materials and rubbish at all times. The contractor will remove all debris, scrap, and rubbish from the work area daily. Surplus materials and all equipment shall be promptly removed from the site upon completion of the work. The Contractor shall be responsible to remove all debris and waste materials from the job site at FCI Terminal Island upon conclusion and acceptance of the project. These items must be disposed in with all Federal, State, and local laws.

C.11 The Contractor shall provide to the COR Material Data Sheets (MDS) on all chemically engineered products that may be used during the course of the project prior to being used. In the event a particular product(s) is not approved by the institution Safety Manager, or Contracting Officer due security or safety concerns, it shall be the responsibility of the Contractor to locate and procure alternate acceptable product(s) at no additional cost to the Government.

C.12 For security and safety purposes the contractor shall give the COR a minimum two (2) day advance notice in writing of any service disruptions/downtimes.

D. FCI TERMINAL ISLAND RESPONSIBILITIES

D.1 UTILITIES

FCI Terminal Island will provide drinking water, use of restrooms, and use of electrical outlets typically needed for operating small power hand tools including battery chargers.

D.2 Upon contract award FCI Terminal Island will provide to the primary contractor all necessary security clearance documents for institution access if needed.

D.3 FCI Terminal Island will provide staff escorts for contractor’s assigned workers if needed and will provide access to all necessary institution areas. Be advised, assigned staff for contractor escorts are subject to limitations based on daily institution needs and workloads. Manpower planning and collaboration between the COR and the contractor’s on-site supervising authority concerning escort needs shall be at the COR’s advisement and discretion.

D.4 FCI Terminal Island shall provide any hazard material survey and provide the information to the contractor.

E. CONTRACTOR SECURITY REQUIRMENTS (IF REQUIRED):

E.2 If required all security clearance documentation must be reviewed, and institution approved prior to contractor institution access. Approved security clearances will be in effect for the duration of the contract, or for the established six (6) months, whichever comes first.

E.3 In the event a worker should not pass the institutions security clearance process, it will be the responsibility of the contractor to provide another qualified candidate. By Law, the Federal Bureau of Prisons cannot, and will not, release any information regarding the reason as to why a contractor’s employee should fail to pass the security clearance process.

E.5 All workers assigned to the contract will be required to attend a Safety and Security Orientation before contracted work is to start.

E.7 The Contractor Supervisory/Lead person shall provide the COR notification when onsite to perform landscape services. The COR with verifying the number of workers on site each day and that all workers are approved to be on site.

F. WORKING HOURS

F.1 Work Hours for Reservation Point are 6:30AM – 2:00PM, Monday - Friday, excluding weekends and federal holidays. Any Contractor work that may be required or requested outside these established working hours will require a written request having a “Work Task Outline” justifying its necessity, i.e. (A task procedure(s) will require a “downtime” of a vital system that may disrupt the normal daily operations of the institution). Alternate work hours may be authorized in accordance with the time frame stated above in such instances. The request must be given to the COR as soon as reasonably possible, but no less than 72 hours (3 days) in advance and must be approved by the Contracting Officer prior to starting such work.

F.2 Access to Reservation Point areas where work will be carried out will be available during normal authorized working hours, however such areas may become limited or unauthorized in the event of a security incident and/or emergency. Because of this, work hours may not constitute a full eight-hour workday. The government assumes no responsibility to the contractor, nor any subcontractors, for shorter hours due to such incidents or entry/exit of assigned workers necessitated by normal institution routines. All assigned workers are expected to familiarize themselves to the conditions and surroundings of the correctional environment they will be working in.

emergencies, etc. In the event of an institution emergency, the contractor may be instructed to stop and secure all work, tools, equipment, etc.…, and be escorted out of the institution. Work may resume once the institution emergency is cleared.

G DELIVERY OF MATERIALS:

G.2 All contractor related deliveries which are directly shipped to the institution on behalf of the contractor can be received at the FCI Terminal Island outside warehouse between the hours of 6:00AM – 1:30 PM, Monday – Friday, excluding federal holidays. At no point will a Bureau of Prisons (BOP) staff member sign for or allow a drop shipment of project related materials or equipment to enter the institution if the contractor, or his representative, is not present to inspect, verify and accept the delivery. Under no circumstance will FCI Terminal Island staff be responsible for the acceptance of any contractor related deliveries.

G.3 The Contractor shall be responsible for providing their own means of loading and unloading contractor materials and equipment. At no time shall contractor materials or equipment being staged for institution entry or exit be allowed to block, impede or otherwise hinder the typical operations of the receiving dock and rear gate area.

J. STORAGE OF MATERIALS, TOOLS, AND EQUIPMENT:

J.1 All contractor tools shall be inventoried prior to entry and exit of Reservation Point.

J.3 All contractor provided containers will be secured using a padlock protocol with two locks to secure it. One shall be a contractor lock and the other lock provided by the institution. If necessary, a heavy duty chain provided by the contractor may be used to facilitate the locking requirement. All materials and equipment stored within the container will be maintained in a safe an orderly fashion. Stored materials cannot be stored at a height that would create a fall hazard.

J.4 Contractor tools stored in an on-site container will require a daily inventory check in/out accountability protocol. At the start of each workday all tools stored within a container(s) shall be verified as all present and accounted for by an on-site worker and confirmed as such by an escorting BOP staff member. A tool inventory form shall be used to facilitate accountability.

J.5 Upon end of the workday, all tools will be inventoried back into their respective storage container(s). The end-of-the-day tool inventory procedure shall require the presence of; a) Contractor escorting BOP staff member. b) A Contractor worker overseeing their tool accountability and c) An Institution Lieutenant who will oversee, and signature validate, the tool inventory procedure if tools were taken in the institution.

J.6 All contractor owned extension cords that will be used during the project, regardless of length, shall be in good condition with no broken outer Insulation. Extension cords are considered a “high risk” tool having a Federal Bureau of Prisons’ tool classification of Double A. Due to this, all contractor owned extension cords used for this project will be required to exit the institution at the end of every workday for the duration of the project.

J.7 All contractor owned ladders approved for use within the institution, regardless of the size, shall be stored in a pre-determined area and secured to a stationary fixture with a heavy link chain and lock which would prevent removal.

K. SAFETY AND PERSONAL PROTECTIVE EQUIPMENT:

K.1 All contracted workers working within the designated job site shall have and wear applicable Personal Protective Equipment (PPE) as prescribed by Occupational Safety & Health Administration (OSHA) regulations and industry standards. It is the responsibility of the contractor to provide such equipment.

K.2 FCI Terminal Island shall ensure all energy sources and/or energy management systems needing to be secured to prevent personal injury and/or property damage will be locked and tagged-out with the appropriate locking devises. Locking of identified isolation points will be comprised of a minimum two lock process, one lock provided by the institution and the other provided by the contractor. All lockout/tagout measures to be implemented, and/or removed, shall require verbal authorization and physical verification by the Contrator, the COR, and Institution Safety Manager prior to doing so.

K.3 Contractor is required to submit a Safety plan and to be reviewed by the Bureau of Prisons.

L. OTHER CONSIDERATIONS:

L.1 Contractors will not be allowed to bring any mobile electronic devises, i.e. (Phones, Computer equipment, Cameras, Two-way pagers, etc.…) into the Institution. A Contractor laptop computer specifically configured to enable electronic programing for the PLC system and its associated components would be the only exception. Such technology would require operational inspection by the institution’s Computer Services Manager and approval for institution access by the Warden. FCI Terminal Island’s Facilities Department has a digital camera which will be used to photo document project work. The Contractor may request copies of project photos taken.

L.2 Assigned Contractor’s workers may bring their lunch into the institution and be permitted to consume on-site if they so choose. workers may be permitted to exit the institution at any time while during normal institution operations. Consideration to re-entry access however is advised. Pending institution operations, re-entry may be encumbered due to various reasons to include, but not limited to; BOP escort staff not available, security processing times, institution emergencies, etc.

L.3 Any assigned workers who will require departure of the institution due to an incurred injury while performing prescribed work will be allowed to do so. However, the primary contractor shall be responsible to dispatch another institution authorized workers as soon as reasonably possible to complete the necessary work.

Contractor to remove a particular assigned workers if he or she demonstrates, or is found, to be incompetent, careless, insubordinate, unsuitable, or in essence unprofessional in the delivery of contracted services and whose continued assignment to work at the institution would be deemed contrary to the security of the institution.

L.5 Institution Lock-down Protocols: Not applicable due to all work being conducted outside the institution secured perimeters.

L.6 Any deviations from this Statement of Work will be considered a Change Order Request and must be authorized through the institution’s Contracting Officer prior to the implementation of the requested change.

L.7 It is the Contractor’s responsibility to repair and/or replace any equipment, property, walls, floors, or ceilings damaged by workers during the work process and restored to previous condition at no cost to the Government.