QUESTIONS_ ANSWERS.pdf

QUESTIONS & ANSWERS

Q: What frequency are you looking for, weekly or monthly schedule? Or would we have to be on call per the COR?

A: Please review the PWS section 5.3. MOWING AND TRIMMING, paragraph 5.3.1.

GENERAL and 5.3.2 Schedule Considerations copied below. All embankments will be mowed up to three times a year. The spillways, spillway slopes, and outlet works will be mowed up to one time a year. The mowings and trimmings are not guaranteed, as frequency shall be determined by the current condition of the sod with approval received from the COR prior to the Contractor’s proposed mowing date. The Contractor shall submit a work schedule no later than 10 days prior to work being conducted during the mowing periods specified below in Section 5.3.2 Schedule Considerations.

5.3.2. SCHEDULE CONSIDERATIONS. The mowing of the embankments, unless otherwise determined by the COR, shall commence within the following mowing periods: 1st Mowing Period – 10 May – 31 May; 2nd Mowing Period – 1 July – 31 July; 3rd Mowing Period – 15 September – 31 October.

The mowing of the spillways, spillway slopes, and outlet channels, if determined necessary by the COR, shall commence during the 3rd Mowing Period after the 15th of September and be completed by the 31st of October. The COR will provide the contractor a schedule of the upcoming dam safety inspections during the annual coordination meeting. The contractor shall coordinate with the COR and ensure the embankments, spillways, spillway slopes, and outlet channels are mowed prior to and in preparation for the dam safety inspections. At the discretion of COR, embankments may be mowed up to three (3) times if it is determined to be beneficial and sod conditions allow.

The Contractor shall have sufficient equipment to complete the mowing, trimming and/or baling to include final inspection and acceptance at all nine sites, within fifteen (15) work days from the day work is scheduled to begin for each mowing period. Additional time will be allowed equivalent to inclement weather delays. Additional time will be given ONLY for those periods judged inclement by the COR. In the event that services cannot be provided by the Contractor as scheduled, the Government retains the option of performing scheduled services or hiring services to be performed at the Contractor’s expense.

No work will be permitted on Saturdays, Sundays, or holidays unless this restriction is specifically waived by the COR. Work will not be permitted between the hours of 9:00 PM and 5:00 AM.

Mowing or trimming within camping areas will be delayed until 9:30 AM.

Q: For the Lawn Care (after mowing) would you want any pesticides, fertilization or weed control? Or do you just want Mowing done?

A: The contract requires that the vegetation control program shall eliminate all vegetation in the areas identified in the contract drawings, these areas are rock access roads, riprap revetments, riprap and rock stockpiles, concrete outlet works and rock lined outlet channels. Please review the PWS section 5.4 VEGETATION CONTROL. The contractor shall implement a season long vegetation control program to eliminate all vegetation in the vegetation control areas identified in the contract documents for the duration on the mowing season. The initial vegetation control application of the project sites will, unless otherwise determined by the COR, occur concurrently with the first mowing on or after the 1st of April and be completed by the 31st of May. Additional spray applications shall be completed throughout the mowing season to eliminate all vegetation regrowth in all vegetation control areas.

5.2.1 MOWERS. Mowing machinery shall be tractor-drawn and/or tractor-mounted multiple blade rotary mowers or flail mowers that evenly distribute plant residues and clippings.

Mowers such as mower-conditioners (sickle bar, disc and drum) may be used if vegetation is to be harvested for hay. All mowers shall be equipped and maintained with deflection plates on the discharge ports and with safety chains or other approved protective devices. The Contractor shall exercise extreme caution when working on or near steeply sloped embankments to prevent overturning equipment. All mowers must have slides, wheels, casters, or rollers to prevent damage to the sod cover. All mowers must give a smooth and even finished grass cut. Mowing that results in "white tops," scalps, windrows or clumps of clipped vegetation, and swirled or lodged vegetation will constitute unsatisfactory performance under the terms of this contract.

This type of mowing has to be performed by a tractor drawn flex bat wing rotary type mower.

Q: As you are only requiring on Dam Embankments only 3 annual mowing, you will obviously have a great deal of windrowing, clumping, and thatching issues. Why, is when are requiring @ a 15 day cutting cycle from start to finish to complete all 9 Dam Site areas, which roughly 45/60 days between cut cycles; 1st cut ending by May 1 or 10 -May 31 – 2nd cut starting July 1st ish up to July 31 - 3rd starts September 15th with possibly 60 day between cycles starts.

The third cycle is late summer and depending on weather conditions would most likely not have as tall re-growth issue. Cycle 1 is in springtime, in May grass has a great deal of energy, which will produce excessive/rapid growth rate; Cut cycle 2 depending on weather/rain fall increase moisture and rising temperatures which will again produce excessive growth. Both cycle 1 and 2 will most undoubtably have excessive increase windrowing, clumping, and thatching when grass or vegetation becomes overly tall and thick.

You the Government have stipulated a requirement that will created added work/increased mowing to disperse the residue when required for a contractor. In order to assure this requirement is maintained all contractors need to take in account added mowing will be needed, when formatting/calculating a bid/proposal. If additional mow events on each site per cycle become required this actually become added cost in Fuel and Labor.

Please provide the Government intent and or solution to resolving / cleaning up any windrowing, clumping, or thatching issues when they occur/appear during any mowing cycle, performance/function?

A. The intent of the government is to successfully have Grounds Maintenance services performed at the Salt Creek Dam Sites in accordance with the Performance Work Statement (PWS). The government does not specify means and methods and that is left up to the proposing contractors to develop their means and methods to successfully complete the requirements of the PWS. This requirement is a non-personal commercial services contract where the contractor shall provide the services required in the Performance Work Statement (PWS). This PWS has Service Performance Requirements as stated in Technical Exhibit 1, Performance Requirements Summary.

In regard to the Mowing/Trimming the requirements are as follows: PRS #1 Mowing/Trimming PWS Section 5.3.3, The Contractor shall mow/trim to maintain grass height between four (4) to eight (8) inches uniform in appearance, free of skips, gaps, rutting, scalping, grass clumping, or grass windrowing. All dam instrumentation and fence lines are trimmed to maintain grass height between four (4) to eight (8) inches uniform in appearance. The Performance Threshold from Technical Exhibit 1 states the following: Multiple deficiencies cumulatively totaling 50 sq. ft.

measured over a 500 sq. ft. area or one deficiency greater than 5 sq. ft. in total area.

In the PWS section 1.8 Unsatisfactory Performance states If any service is not performed in compliance with the terms of this contract and to the satisfaction of the COR, the Contractor shall perform the services again within 48 hours of notification by the COR. This shall be done at no additional cost to the Government. In the event the Contractor fails to correct the deficiencies within a 48 hour period or if the Contractor cannot be contacted, the Government has the right to have the services performed by other forces at the Contractor's expense.

In regard to schedule, section 5.3.2 Schedule Considerations of the PWS is states “The Contractor shall have sufficient equipment to complete the mowing, trimming and/or baling to include final inspection and acceptance at all nine sites, within fifteen (15) work days from the day work is scheduled to begin for each mowing period.”

5.4 VEGETATION CONTROL.

The contractor shall implement a season long vegetation control program to eliminate all vegetation in the vegetation control areas identified in the contract documents for the duration on the mowing season. The initial vegetation control application of the project sites will, unless otherwise determined by the COR, occur concurrently with the first mowing on or after the 1st of April and be completed by the 31st of May. Additional spray applications shall be completed throughout the mowing season to eliminate all vegetation regrowth in all vegetation control areas.

The areas requiring vegetation control consist of access roads, riprap revetments, stockpiles, outlet works and outlet channels. With two specific areas being mainly all rip-rap type rock with virtually/basically no soil content chemical residue will dissipate quickly especially when rain washes it off the rock surfaces. Thus, creating a constant re-application of approved chemical products that eliminates unwanted vegetation.

Q. Please provide a clear clarification of what is actual area to be treated, regarding the statement outlet work and outlet channel?

A. Performance Work Statement Section 5.5 Maps provides detailed descriptions of each area and Technical Exhibit 5 has maps of each site that clearly show in “Yellow” the requirements of the PWS. The term “Outlet works” are the physical structures themselves. The term “Outlet channel are the earth lined channels surrounding and extending downstream as shown on the maps. Each vegetation control area consists of rock access roads, riprap revetments, riprap and rock stockpiles, concrete outlet works and rock lined outlet channels.

Q. As you require more than one application of herbicide treatments for vegetation control, please provide anticipated annual applications events to the assigned areas of each Dam site?

A. The government does not specify means and methods and that is left up to the proposing contractors to develop their means and methods to successfully complete the requirements of the PWS. Performance Work Statement Section 5.4 Vegetation Control states that the contractor shall implement a season long vegetation control program to eliminate all vegetation in the vegetation control areas identified in the contract documents for the duration of the mowing season. The initial vegetation control application of the project sites will, unless otherwise determined by the COR, occur concurrently with the first mowing on or after the 1st of April and be completed by the 31st of May. Additional spray applications shall be completed throughout the mowing season to eliminate all vegetation regrowth in all vegetation control areas.

Q. 5.11. SITE VARIATIONS. During the term of the contract additional trees and shrubs may be planted, buildings built, guard rails added or removed, roadways changed., or other management practices adopted which might result in minor changes to mowing and trimming requirements. No additional compensation shall be provided unless such changes result in an increase in mowing acreage of more than 5% in any one area or a 5% increase in the trimming requirements for any area. Please provide clarification or justification as to why a contract a contractor should perform additional work a NO COST to the government?

A. The PWS paragraph 5.11 will be revised with an amendment. No work should be provided that is beyond the work identified IAW with the Performance Work Statement and IAW with the cost agreed to on the contract. No additional work should be performed beyond what is identified in the PWS of the contract. The contractor should immediately notify the COR if a variation is identified prior to proceeding.

Q. Can you provide the current contractor and their current contracted amount for this bid?

A. US Ground Maintenance and $300,580.20.

Q. I noticed two solicitations within sam.gov for the above mentioned notice. One ends today and the other ends May 3, 2023. Which solicitation is correct?

A. Only one solicitation was posted with a pre solicitation notice.

Q. Also, who was the previous contract for this site awarded to?

A. US Ground Maintenance

Q. What was the amount and length of the contract awarded?

A. $300,580.20 and 3 years.

Q. Please provide the current contract amount and breakdown for the Grounds Maintenance Services For Salt Creek Dam Sites.

A. $300,580.20. A further breakout will not be provided