Description
THIS IS A REQUEST FOR INFORMATION ONLY, NOT A SOLICITATION. Interested small business vendors are being sought for this requirement. The Defense Finance and Accounting Service in Limestone, Maine has a proposed requirement for Lawn Mowing and Trimming plus Lawn Maintenance. This proposed requirement is for one base and up to four option years. The proposed requirement's base year is expected to run from May 1, 2022-October 31, 2022, with all option years covering the same May 1-October 31 time period. IF INTERESTED IN BEING NOTIFIED WHEN A SOLICITATION FOR THIS REQUIREMENT IS ISSUED, PLEASE RESPOND WITH THE FOLLOWING INFORMATION: Company name, address, phone number; name and email address of contact person; company CAGE code; business size. The proposed Statement of Work is shown below. ====================== STATEMENT OF WORK Lawn Maintenance Services – DFAS- LI 1. INTRODUCTION 1.1. Overview: The Contractor shall provide all personnel, equipment, materials, tools, supervision, and transportation necessary to provide lawn maintenance, to include mowing, trimming, pest control and other services specified in the Statement of Work (SOW). Contract award will be for one period plus 4 options periods. Property is located at The Defense Finance and Accounting Services (DFAS), 27 Arkansas Rd., Limestone, ME 04751-6216. The intent of this document is to specify the general criteria for mowing, trimming, treatment, and application requirements. All lawn mowing, trimming, treatment, pest, vegetation control services shall be performed in accordance with industry standards and manufacturer specifications and applicable Federal, State, and Local laws. 2. GENERAL REQUIREMENTS 2.1. Work Schedule: The Contractor shall perform services Monday through Friday between 4:30am and 9:30pm, during the months of May through October. The Contractor shall provide a schedule of all services and applications to the COR within two weeks of award and at least one week before start of work. Due to safety concerns and DFAS work schedules the Contractor may be required by the COR to deviate from the prescribed work schedule. Any deviation from the schedule must be approved in advance by the COR. Work shall not be performed on a Federal holiday unless prior permission is received from the COR. 2.2. Limits of Work: The Contractor shall perform the services in this SOW within the boundaries of DFAS Limestone as indicated in Technical Exhibit 1. The total area to be maintained is approximately nine (9) acres. 2.3. Chemicals: The Contractor shall provide the COR with a projected seasonal mowing/trimming and treatment schedule prior to the start of the contract and any subsequent option periods. The Contractor shall provide the COR with safety data sheets (SDS) on each product prior to starting application of products contained in this SOW. The Contractor, and Contractor employees, shall refrain from discussing specific treatment and application procedures with DFAS employees other than the COR or Facility Chief. Contractor and Contractor Employees shall direct all inquiries to the COR. 2.4. Weather Delays: Should weather conditions prevent the Contractor from performing work on assigned or scheduled day, the Contractor shall complete all missed work within 48 hours of the end of the weather event. If the Contractor is prevented by weather conditions from performing work on two or more days during the same week, the Contractor shall coordinate with the COR to reschedule missed work. 2.5. Rework: Once the Contractor has commenced work in a given area the Contractor shall continue until all work has been accomplished unless directed otherwise by the COR. When notified of a deficiency in work by the COR, the Contractor shall correct the deficiency within 24 hours, at no additional cost. 2.6. Outdoor Furniture: The Contractor is responsible for moving and replacing picnic tables, benches, trash receptacles, and all other items located within the work areas to accomplish this SOW. 2.7. Competency: The Contractor employees involved in the application processes specified in this SOW shall provide corresponding State of Maine Board of Pesticide Control License, and all other applicable licensing required by law, to the COR prior to starting treatments. 3.0. SPECIFIC REQUIREMENTS 3.1. Soil Testing: The Contractor shall conduct a soil test in May of each year. The test shall be through a Certified Turf and Ornamental Lab (CLC) and a copy of the results shall be provided to the COR. The test results will require the Contractor to adjust the percentage of the six essential fertilizer ingredients (see Paragraph 3.2. below) to apply in the last three of four lawn care maintenance requirements. 3.2. Lawn Care Maintenance: The Contractor shall apply a non-agricultural base turf fertilizer, four (4) times each season. Application shall be once in May, late June, early August, and again in late September. The Contractor shall apply fertilizer using a spin-type broadcast spreader. Based on the soil test recommendations, the fertilizer applied after May shall contain the industry recommended balance of the six nutrients; nitrogen, phosphorus, potassium, calcium, magnesium, and sulfur. May and June fertilizer applications shall be 50% to 60% control released, with August 30% to 50% and September 30% to 100% control released. Hauling unit shall have turf treads to protect grass surface. 3.3. Lime Treatment: The Contractor shall apply lime treatment one time during the fall of each contract year. The Contractor shall apply one (1.5) tons of dolomitic palletized limestone consisting of an average 50% magnesium and 50% calcium mix (90% minimum calcium and calcium carbonate equivalent) per acre. 3.4. Dethatching: The Contractor shall accomplish de-thatching one time per season during the month of June prior to fertilizing. Dethatching should be performed with vertical mower or power rake to cut through the sod and pull up the thatch. Upon completion of dethatching the matted layer of dead and decaying plant material between growing grass and the soil, the Contractor shall properly dispose of all grass and plant material on the surface of the lawn and any buildup of leaves along the perimeter fence line. 3.5. Aeration: The Contractor shall accomplish a two pass tractor aeration one time per season in the fall of the year. The Contractor shall aerate with a core aerator with the minimum standards of 2 ½” to 4” deep tines, ¾” solid cores, and a spacing of no greater than 4”x4” tine spacing. 3.6. Broad Leaf Control: The Contractor shall apply a broad leaf application in June and August or as needed to control weed growth in grassy areas. The application shall be applied with a gun hose, by foot, using a large droplet nozzle to minimize drift and ensure full application to all grounds within one working day. All broad leaf applications shall be between the hours of 5:00 and 9:30 p.m. and warning signs posted. Application shall contain a mixture of adjuvant/surfactant to allow the product to adhere to the plant and work systemically and on contact. The product shall be a nonvolatile formulation containing 2,4-D; Triclopyr TEA or Triclopyr BEE; and Clopyralid TEA. The Contractor personnel applying Broad Leaf control shall be licensed in Turf Applicator License Management (3B) with the State of Maine Board of Pesticide Control. 3.7. Non-Selective Vegetation Management: The Contractor shall be required to apply non-selective vegetation management upon the growth of one inch of vegetation as many times as needed to completely kill all vegetation specified below. All non-selective vegetation applications shall be between the hours of 5:00 and 9:30 p.m. The Contractor shall use a cone applicator, on foot, to apply a registered product designed to kill all vegetation, including grass, in the following areas: per the following requirements. The estimated 3,300 linear feet of chain-link fencing shall require the Contractor to kill all vegetation 12 to 18 inches on each side of fencing. The estimated 1,000 linear feet outside of the DFAS facility shall require the Contractor to kill all vegetation 2 to 6 inches from the parameter wall. The estimated 2,000 linier feet by 4 feet of sidewalk shall be kept free of weed and grass growing through any cracks. The area around the air conditioning (chiller) units and the surrounding fence eThe estimated 500 sq. feet covering the underground propane tank The Contractor personnel applying Non-Selective Vegetation Management shall be a licensed Industrial/ Commercial/Municipal Applicator (6D) with the State of Maine Board of Pesticide Control. 3.8. Perimeter Pest Control: The Contractor shall apply a minimum of three complete facility perimeter applications and more as needed, of pesticide to kill and prevent crawling and house fly insects from coming into the building. The Contractor shall perform perimeter pest control in May, June and August, between the hours of 5:00 and 9:30 p.m. The applications shall be applied in a bandwidth of 10 feet from the building edge out and three feet up the side of the building to include the Penthouse. Application equipment shall be according to manufactures recommendation and specific for the type of chemicals being used. The Contractor personnel applying pesticides shall be licensed in Structural Pest Management (7A) with the State of Maine Board of Pesticide Control. 3.9. Lawn Pest Control: The Contractor shall perform Lawn Pest Control when pest populations are most active with a minimum of two applications and more as needed to rid pests. The Contractor shall apply insecticide to kill top (example: ants, chinch bugs) and bottom (example: grubs) insect feeders. The applications shall be applied to all grass area covered in this contract. Application equipment shall be according to manufactures recommendation and specific for the type of chemicals being used. The Contractor personnel applying pesticides shall be licensed in Turf Applicator License Management (3B) with the State of Maine Board of Pesticide Control. 3.10 Lawn Mowing and Trimming: Lawn Mowing and trimming shall be performed weekly during the performance period of this contract, unless otherwise coordinated by the COR. Grass cut height shall be selected on mowers at no less than 2.5 inches when mowing. All lawn edges along sidewalks, curbs, trees, signs, fire hydrants and traffic gates shall be trimmed weekly and as required for appearance during the mowing season. A monofilament line trimmer shall be used to trim around obstacles with in the lawn area. Care shall be taken to insure that bark of trees and shrubs are not damaged or stripped by the line trimmer. Excessive grass clippings or lawn debris shall be collected and disposed of off-site. Adjacent sidewalks and streets shall be clean of grass clippings and debris. During the month of October, ground snow may prevent the Contractor from mowing for extended periods of time. In the event the weather forecast predicts a snow storm that will end the mowing season earlier than the end of the contract, the Contractor will perform a final mow and trim no earlier than four (4) calendar days before the storm. 3.11 Clean Up Twice a year in the spring and fall, the Contractor will perform a general cleanup of the property. This will include but is not limited to any rocks, tree branches, sticks, twigs, trash, leaves, pinecone, pine needles and fruit on the lawn or hard surfaces. The spring cleanup shall be completed prior to the first mow and the fall cleanup shall be completed after the last mow of the season. 3.12 Reseeding At the start of each season, the Contractor is responsible for reseeding areas of the lawn damaged by snowplows and salt. The area requiring reseeding has historically been approximately 1000 square feet, but may be more or less in any given year. Reseeding should be done in accordance with industry standards including any aerating, fertilizing, and covering of the seeded area required to ensure proper growth. Seed should be selected of known varieties that are suitable for the local environment. Contractors should supply the COR with the species and mixtures used. If the seeds are coated in chemicals or other substances, the Contractor must supply the COR with a SDS for the seeds. The contractor is required to mark freshly seeded areas with lawn flags until the grass has reached a height at which it can be safely mowed. Contractors shall refrain from walking or driving over the reseeded areas during this time. The contractor shall remove lawn flags prior to the first mow of a reseeded area. 3.13 Heavily Treed Areas In heavily treed areas, underbrush and debris shall be cut back and maintained using a mower or brush-cutter on the same schedule as the regular lawn mowing. To facilitate this maintenance, tree limbs shall be maintained as to hang no lower than eight (8) feet from the ground. Ornamental trees are exempt from this provision. 4. OTHER REQUIREMENTS 4.1. Safety: The Contractor shall be responsible for the proper use and safety associated with mowers, trimmers and ground maintenance chemicals, fertilizers, insecticides, materials, and equipment. Two weeks before the start of the lawn maintenance contract; the contractor shall provide a copy of their Safety and Health Program as defined in Department of Labor, Occupational Safety and Health Administration, Landscaping and Horticultural Services website to the COR. All material shall be handled and applied according to manufactures labeling and specifications. The Contractor personnel applying pesticides shall be licensed and follow all requirements set forth in Structural Pest Management with the State of Maine Board of Pesticide Control, Title 22, Subtitle 2, Part 3, Chapter 258-A. The Contractor shall follow all equipment, material handling and general industry safety practices to prevent damage to DFAS property, personal vehicles or injury to DFAS personnel. All damages are the sole responsibility of the Contractor. 4.2. Security Vetting : For the safety and security of DFAS employees the Contractor and Contractor employees shall be required to sign and abide by DFAS Workplace Violence Prevention Policy, Attachment 1. Upon contract award, the contractor shall comply with all DFAS Personnel security requirements and must submit an initial security background investigation form (DFAS Form 9035), (OF 306) along with a completed fingerprint card (SF-87 Form or SF258) for submission to have a DFAS background investigation for all contractor personnel involved in the project who will be on-site. Contractor must submit security clearance paperwork to DFAS Limestone within 14 days after the contract is awarded or 60 days prior to the start date. After the initial paperwork is submitted to DFAS Limestone and forwarded to DFAS HQ, an electronic questionnaire (e- QUIP) must be completed by each person being vetted. No contractor or sub-contractor will be allowed access to DFAS property unless properly vetted. No contractor or sub-contractor will be allowed unescorted access to DFAS property unless properly vetted. All contractors must comply with DFAS established policy concerning Violence in the Workplace and general rules of behavior while on site at DFAS Limestone. 4.2.1. Security Briefing : The Contractor and their employees will also be given a Security briefing providing our Security policies and procedures for them to follow. Inappropriate use of our security procedures and policies, i.e. improper use of badges to access our DFAS property, will be brought to the Contractor’s attention. Irresponsible use of our badges or security breaches by the Contractor or Contractor employees can lead to disciplinary action, i.e. revoking of privileges onto our DFAS property at no expense to the government. 4.3. Disposal : The Contractor shall properly dispose of all vegetation, containers, and debris generated as a result of work associated with this contract. Vegetation, containers, and debris shall be disposed of offsite according to all Federal, State, and local environmental and disposal regulations. 4.4. Damage: The Contractor shall be responsible for repair of all turf, wall, vehicle, and any other damaged by the contractor in the process of carrying out the requirements of this SOW. 4.5. Storage: The Contractor shall store all equipment, tools, and supplies at an off-site location. Equipment, tools, and supplies left on DFAS-Limestone property will be the responsibility of the Contractor and DFAS-Limestone personnel will not be held liable for damage, loss, or theft. All spray tank water filling, mixing/adding of chemicals shall be accomplished at an approved of-site location and not the responsibility of DFAS. 4.6. Payment: The Contractor shall accomplish all requirements to meet the completeness, quality, and degree of professionalism to comply with the requirements set forth in this SOW. No payment will be made for rework, unsatisfactory or partially completed work. The Contractor shall provide one firm fixed price for each CLIN on the contract for all services rendered for the month in this SOW. At the end of each month the Contractor shall submit a 2n1 invoice via the Internet using the government provided Wide Area Workflows Receiving/Acceptance System (WAWF). Information on this system will be provided by the COR. It is the Contractor’s responsibility to register in the Central Contract Registry (CCR) and WAWF System in order to insure prompt payment. Once invoice (2n1) are received by DFAS Limestone via WAWF, an acceptor will review the document and, if correct, accept it electronically and forward for payment. Incorrect submissions will be returned to the Contractor for rework. ====================== END