Statement of Work - Plant Maintenance.pdf

Statement of Work (SOW) Project Title: Plant Lease

GENERAL INFORMATION:

1.0 Background: The U.S. International Development Finance Corporation (DFC) is financing solutions to the most critical challenges facing the developing world today. Working together with businesses, we mobilize private capital to invest in projects that create jobs and opportunity in emerging markets, including building critical infrastructure, expanding access to telecommunications, and providing small business financing for women entrepreneurs. Launched in 2019, DFC helps to advance America’s foreign policy by partnering with projects that create economic stability, protect sovereignty, and ensure transparency. DFC investments adhere to high U.S. business standards and respect the environment, human rights, and worker rights.

CONTRACTOR REQUIREMENTS

2.0 Technical Requirements: The DFC is soliciting bids for plant lease and maintenance of plants (including monthly flower rotation and flower install/service fees). The contract will include a base year and four option years to be exercised at the discretion of the government. Contractor shall provide all labor, supplies, materials and transportation necessary to ensure that indoor plant maintenance services are performed at DFC in a manner that will maintain a healthy, pest and disease free, thriving, attractive and professional appearance of indoor plants. Spanish Moss to be used in containers.

Bids should include plant height and fullness that vendor will provide for the individual plants on attached plant list. Bids should also include container size, color and style that will be provided.

2.1 PLANT MATERIAL:

a) All material shall comply with the nursery stock standards described in

a. “2014 American Standard for Nursery Stock” ANSI Z60.1 and “The Guide to

b. Interior Landscape Specifications” 5th edition or most recent. Services, schedules and frequencies shall result in plants being maintained at Foliage No. 1.

b) All material shall be healthy, free of pests, disease and injury.

c) Plant height shall be measured from the bottom of the growing container to the mean foliage top.

d) The root systems shall be well developed and equally distributed throughout the pot. Roots shall not be pot bound.

e) Quality: Plant materials used shall be high quality, full, healthy and vigorous.

f) All plants larger than 10" pot size provided under this agreement shall have been established in their present growing containers for at least six months prior to installation.

g) Size: Plant sizes at the time of installation shall conform to sizes specified

2.2 PERFORMANCE:

The work includes, but is not limited to:

The contractor shall visit a minimum of once per week so that the interior landscape plants are maintained in healthy pest and disease-free condition.

Plant Care:

a) Contractor shall provide appropriate watering or misting as needed to maintain plants in healthy vigorous condition. Frequency to be determined by plant species, location (exposure to sunlight) and any other specific environmental factors.

b) Foliage shall be cleaned as necessary to remove accumulated dust or debris. Certain species may need regular spraying or polishing.

c) During each site visit, any weeds, trash or debris shall be removed from the containers. Clean outside of pots/containers of soil and debris as required

d) Adjust, replenish or change soil or moss in planters as needed to maintain a uniform, healthy appearance

e) Remove dead, damaged, or blemished foliage from plants

f) Rotate plant location based on species light requirements and environment to ensure uniform growth and acceptable appearance

g) Prune or trim plants as needed to encourage growth and a healthy appearance

h) Containers shall be checked for damage, leaks or flooding. COR shall be notified of any container damage, leaks or flooding.

i) Apply fertilizer or other nutrients as required and adjust accordingly for flowering plant species. Plants shall be fertilized as necessary to maintain plant health.

j) The Contractor shall properly dispose of any trash or plant debris.

k) Repot plants as required for optimum growth and appearance.

l) The Contractor shall follow specific plant requirements or instructions depending on environmental and species-specific conditions.

m) The Contractor will keep a comprehensive inventory list of all plants and their specific locations. New plants, if and when acquired, will be added to the inventory list and an updated inventory list will be provided to the COR within one month.

FLOWERING ORCHIDS

a. Flowering Orchids shall be healthy, mature with full display of color.

b. Any orchids that are in unhealthy condition shall be changed with a healthy flower of the same kind at no additional cost to the agency.

c. Orchids shall be tall-stemmed orchids (three or more blooming flowers w/ a few buds which will open in time) and will be replaced monthly

d. Vendor will provide 24-hour advance notice prior to delivering orchids.

e. Vendor will not take away orchids which are to be replaced. They will be put in the packaging sleeve and put in workstation 12190.

Fresh Flowers – as a separate option, please provide pricing and examples of fresh flower arrangements that could be substituted as an alternative to flowering orchids.

a) Fresh flower arrangement at main reception desk and fresh flower arrangement in President’s conference room

b) Arrangement will include vase.

c) Vendor shall provide color examples of proposed flower arrangement options and frequency that arrangements will be provided. Vendor shall suggest appropriate flowers and selections that will stay fresh and live longer.

PEST AND DISEASE MANAGEMENT:

a. Regular monitoring and inspection to determine the presence of any pests or diseases or disorders

b. Any detected pests or disease shall be properly diagnosed, identified and treated accordingly to ensure control of infestation or disease.

c. Any infested or infected plant that requires pesticide treatment must be removed from the site and a replacement plant installed within 3 days.

NEW PLANTS, PLANT REPLACEMENT AND SPECIAL EVENT PLANT SERVICES:

a) The contractor shall replace at no additional cost, any plant which becomes thin, weak, overgrown, or has an unattractive or poor appearance, e.g. limited foliage, long internode, weak structure, poor color, etc. All replacements shall be made using the same plant species of similar size and age. In the event site conditions indicate the need for consideration of other plant species which may be better suited to the site, the contractor shall provide the specific details of their recommendation to the COR for consideration.

b) Replacement plants shall be appropriately acclimated to an indoor environment before re-installation.

c) Replacement plants shall be of high quality and shall be disease and insect free.

d) When notified that plants are wilted, diseased, unacceptable, vendor will arrange to replace immediately.

e) Additional plants, when required, will be handled separately by purchase order or government purchase card after consultation with the COR

f) Upon notification, the contractor shall perform special event plant services as required. Special event services will be priced separately from routine services but may consist of all or some of the basic services within this contract. These services will be handled separately by government purchase card or purchase order.

GENERAL REQUIREMENTS

A site examination meeting is required to allow vendors to gain an understanding of the project specifications, requirements and conditions and to inspect and examine the project premises for information pertaining to this proposal.

All plants and other products and materials to be supplied by the Contractor under this agreement shall be subject to inspection and approval by the agency prior to their installation. Such inspection may be made at the Contractor's facilities or at such other location(s) as may be determined.

Project officer will arrange for regularly scheduled access for routine maintenance services with COR. At the conclusion of each visit, the contractor shall ensure that all areas are clean and free of maintenance debris, water, etc.

Contractor should not show up unannounced to do inspections, replacements or maintenance. Contact COR with date/time for visit. Contractor must check in with lobby guards.

STAFFING

Offeror’s company must have the technical and managerial ability to maintain plants; a minimum of five consecutive years of experience in the maintenance and care of interior live plants; qualified personnel, equipment, and materials to accomplish the maintenance services; practical experience maintaining live plants and in the identification and treatment of pests and diseases.

All work covered by this contract shall be performed by trained personnel in accordance with the highest levels of accepted horticultural practices.

Trained landscape maintenance technicians must have at least 3-5 years experience in caring for interior landscape plants.

3.0 Deliverable: Weekly maintenance will be conducted during normal business hours (9:00 a.m. – 5:00 p.m.), Monday – Friday, as approved by the COR. Should the offices be closed on the scheduled day of maintenance, the contractor will provide services on the next business day. The contractor shall acknowledge all orders via facsimile, telephone, or electronically. If an item is not available for delivery, the contractor shall notify the DFC prior to delivery of the other items, and give the COR the option to cancel the order or place the item on back order

1. The Contractor shall coordinate all delivery and installation activities with the COR and shall inform the

COR at least 48 hours prior to commencement of work at the premises.

2. All transport of plants shall be via enclosed and environmentally controlled vehicles by personnel experienced in handling live plants. It is the Contractors responsibility to protect plants from adverse environmental conditions during all phases of delivery and installation.

3. During delivery and installation, the Contractor shall coordinate activities so as not to interfere with the work of others and leave work areas clean of litter and debris.

4. Items are to be delivered to 1100 New York Ave. NW for acceptance by COR.

5. During installation, maintenance, removal, or replacement of interior plants, the contractor shall take steps to protect the flooring. The contractor shall be responsible for repair/replacement of any flooring damaged by the contractor during the performance of the contract.

6. Reporting - Following each weekly visit, before leaving the premises, the Contractor shall leave a signed and dated notice in writing with the COR stating the conditions found to be existing during that days visit and treatment rendered. Contractor should document any rooms unable to get into during scheduled visit.

7. Orders will be placed against this task order via Online, FAX, or in Paper.

8. Unless otherwise agreed to, all deliveries under this task order must be accompanied by delivery tickets or sales slips that must contain the following information as a minimum:

i. Name of Contractor;

ii. GSA Contract Number / Order Number

iii. Model Number or National Stock Number (NSN);

iv. Task/Delivery Order Number;

v. Date of Purchase;

vi. Quantity, Unit Price, and Extension of Each Item (unit prices and extensions need not be shown when incompatible with the use of automated systems; provided, that the invoice is itemized to show the information); and

vii. Date of Shipment.

4.0 Period of Performance: The anticipated total period of performance is for five (5) years, (1) year base from date of award and (4) four (1) one year options.

The Government reserves the right to extend the term of this contract at the prices set forth in accordance with the terms and conditions contained in clause 52.217-9 entitled, “Option to Extend the Term of the Contact”.

7.0 Type of Order: The government anticipates award of a Firm Fixed Price (FFP) contract.

8.0 Government Furnished: The Government will make available the following:

N/A

9.0 Travel: This level of effort will NOT require travel.

10.0 Performance Requirement Measures: The Government reserves the right to review all work products required under the contract for acceptability as needed. The Government shall notify the contractor whenever revisions to reports/deliverables are required in order for the deliverables to be deemed acceptable.

9.0 Travel: This level of effort will NOT require travel.