SOURCES SOUGHT - LANDSCAPING SERVICES
STATEMENT OF WORK
Scope: The contractor shall provide all labor, travel, materials, protective clothing, supervision, and the necessary equipment to provide landscaping services at the Jesse Brown VA Medical Center (JBVAMC) in Chicago, IL. Contractor shall maintain all ground areas as listed in Attachment A (approximately 61,291 total square feet).
Specific Tasks/Deliverables
Task1: Services for the month of April will consist of:
Task
Frequency
Removal of accumulated winter debris and leaves from turf and bed areas.
1 time per month
Mowing grass/turf to include trimming alongside buildings, plantings, light poles and other obstructions. Fresh mown grass height should be approximately 2.5 , not exceed 2.75 . Removal of grass clippings from walkways and paved areas.
2 times per month
Apply pre-emergent weed inhibitor to bed areas to deter weed growth.
1 time per month
Apply broadleaf weed control to turf areas to eliminate broadleaf weed species
1 time
Apply dormant oil to deciduous trees and bushes to control insect infestation.
1 time per month
Apply grub control
1 time per month
Fertilize grass/turf with balanced lawn food.
1 time per month
Apply pre-emergent crabgrass control.
1 time per month
Task 2: Services for the months of May through October consist of:
Task
Frequency
Install Spring Pansies to 12 courtyard containers beginning in May, in accordance with Attachments A and B.
1 time (May)
Install (50) perennials at main entrance on Damen beginning in May in accordance with Attachments A and B.
1 time (May)
Mowing grass/turf to include trimming alongside buildings, plantings, light poles and other obstructions. Fresh mown grass height should be approximately 2.5 , but not exceed 2.75 . Removal of grass clippings from walkways and paved areas.
28 times (weekly)
Trim evergreens (remove current season s growth)
3 times
Trim deciduous shrubs (remove current season s growth)
3 times
Trim hedges (remove current season s growth)
3 times
Prune and weed perennial ground cover
5 times
Prune deciduous trees of sucker growth at the tree base
3 times
Prune deciduous trees of lower branches which interfere with pedestrian walks and hinder mowing operations, as well as dead, broken, damaged or diseased branches.
2 times
Maintain existing soil beds and tree rings (lay sod as needed)
5 times
Mulch around trees and bushes
2 times
Apply weed inhibitor to bed areas and sidewalk cracks to control weed growth along all campus streets and avenue fence lines (inside and outside of fence lines), cracks in roadways, curbs, parking areas, stone bed areas around sewage holding pits, emergency generator areas and around all temporary storage area fence lines.
2 times (May and July)
Hand weeding of planting beds to provide weed-free appearance
19 times
Power edging of grass adjacent to walkways and driveways
14 times
Edging of turf adjacent to soil beds
14 times
Deep root feeding by high pressure injection of deciduous trees less than 20 feet tall using premium grade slow release complete analysis fertilizer.
2 times (Spring and Autumn)
Soil surface fertilizing of all shrubs and evergreens using a premium grade slow release complete analysis granular fertilizer
2 times
Fertilize turf with balanced lawn food
1 time (September)
Plant and maintain spring flowers (see Attachment B)
Plant and maintain summer flowers after spring bloom is spent (see Attachments A and C)
Hand weeding and apply broadleaf weed control to rooftop garden located on 6th floor of Bed Tower
3 times
Mowing of rooftop gardens located on 7th floor of Bed Tower
3 times
Apply dormant oil to deciduous trees and bushes to control insect infestation.
1 time
Perform core aeration of turf
1 time (October)
Task 3: Services for the month of November will consist of:
Clean up leaves and fall debris from turf areas
4 times
Mowing grass/turf to include trimming alongside buildings, plantings, light poles and other obstructions. Fresh mown grass height should be approximately 1.5 , but not exceed 1.75 . Removal of grass clippings from walkways and paved areas.
4 times
Plant bulbs for Spring Bloom (see Attachments A and B)
1 time
Hours of Operation.
Normal hours of coverage are Monday through Friday from 8:00 am to 4:30 pm CST, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR) or designee.
Holidays include:
New Years' Day Labor Day
Martin Luther King Day Columbus Day
Presidents' Day Veterans' Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
And any other day specifically designated as a national holiday by the President of the United States.
Place of Performance.
Jesse Brown VA Medical Center
820 S. Damen Ave
Chicago, IL 60612-3728
Period of Performance.
Base Year: April 1, 2017 through March 31, 2018
Option Year 1: April 1, 2018 through March 31, 2019
Option Year 2: April 1, 2019 through March 31, 2020
Option Year 3: April 1, 2020 through March 31, 2021
Option Year 4: April 1, 2021 through March 31, 2022
General Instructions.
All ground areas depicted on Attachment A are to be maintained under this contract.
Contractor shall perform services listed above in a professional manner, in accordance with standard horticultural practices as outlined by the Illinois Landscape Contractors Association, the Professional Grounds Management Society, and the Associated Landscape Contractors of America.
Plant types may be substituted with the prior approval of the COR at no additional cost.
Contractor personnel shall be uniformed in order to present a neat professional appearance. They shall be properly trained, experienced, and skilled for their respective duties.
Contractor shall use slow release fertilizer applied using a granular at a rate of approximately one pound of nitrogen per thousand square feet per application (1:1000). All fertilizer and/or chemicals or products used during the performance of this contract must meet all applicable local, state, federal, VA, EPA, OSHA and industry standards.
Contractor shall use broadleaf weed control at the rate of three pints per acre (3:1) and a pre-emergent crab grass control horticultural at recommended rate.
Contractor shall only use chemicals that are approved by the Environmental Protection Agency (EPA) and are considered to be safe and effective. Material Safety Data Sheet must be provided by the Contractor to the COR prior to commencement of any services.
In accordance with state laws and EPA regulations, all restricted pesticides must be applied by a licensed applicator. Contractor must be licensed by the State of Illinois as an authorized spray applicator and spray operator. Copy of the Contractor s license shall be provided with this signed proposal.
The product, timing, and rate of all of applications will be adjusted to meet the needs of the grasses and plant in conjunction with horticultural recommendations, weather and government regulations. Contractor may use appropriate growth regulators to assist in maintaining a more manicured landscape.
Written notification will be provided to the COR or designee at the job site after each chemical application. The above shall be accomplished in accordance with the Conformance Standards. Contractor shall be responsible to take all necessary precautions as required by law.
The contractor shall not liable for damage caused by vandalism (unless committed by contractor s personnel), storm, insects, disease and other causes beyond contractor s control. Contractor can and will however be responsible for any damage which may be caused by the work or negligent acts performed by the contractor under this contract. The contractor shall immediately notify the COR of any such damage caused by the Contractor or any of its employees and will repair and/or replace damaged areas or structures to the satisfaction of the COR. Repairs shall be done at no additional cost to the government.
Dead or damaged tree or bush branches shall be cut off, removed and properly disposed of away from the JBVAMC grounds as well as any fallen trees or dead bushes.
Watering of turf areas, bushes, trees, and other plant material(s) is not included in this contract and will be the sole responsibility of the VA. Contractor may give recommendations for watering, to promote a healthy landscape.
Mowers shall be kept sharp and in good condition at all times during the mowing season. The grass blades shall be cut cleanly. Turf shall be cut evenly so that no ridges remain in the finished cut. The direction of mowing shall be alternated so as to minimize ruts and matting. Appropriate mowing equipment and patterns will be employed to permit recycling of clipping where possible. Excess clippings shall be removed from the site. Contractor and COR will anticipate drought conditions and will use their discretion as to frequencies of mowing to any non-irrigated turf areas during periods of slow growth. Contractor shall provide written notification to the COR if this should occur.
Paper and other debris will be picked up prior to each mowing.
All landscape related debris, which accumulates due to work performed by contractor, shall be removed off campus by contractor at their expense. Contractor will not use VA disposal containers.
Mowing height in Spring/Summer shall be set at two and one-half inches (2-1/2 ) to encourage a deeper root system. A deeply rooted lawn is more efficient in obtaining water and nutrients and is more drought tolerant and weed resistant.
Mowing height for the last cutting of the contract period shall be lowered to one and one-half (1-1/2 ). This is done in preparation for winter and will discourage turf diseases that can form if tall grass is matted down by snow.
Contractor shall make every effort to monitor insects and disease throughout the growing season. If pesticide or fungicide applications are necessary in order to control insects and/or diseases, contractor will notify the COR of the recommended additional treatment and the additional cost. A separate purchase order will be issued if the service and proposal are acceptable to the VA. The above services shall not be performed without the prior written approval of the CO.
Contractor shall set a high standard of quality and professionalism. Every aspect of this maintenance program is planned and shall be carefully performed in order to achieve the maximum visual impact. Contractor s staff horticulturist shall make approximately 10 to 16 periodic on-site inspections throughout the season to monitor services being provided and make recommendations for flowers and flower arrangements in a written report. When required by VA, a written report will be generated by the contractor and given to the COR or designee. With these on-site inspections, contractor will instruct their employees in proper horticultural procedures and may use photographic and video equipment on VA property. This will enable the contractor to review areas of concern with employees. The contractor may not use the photographs and/or videos for promotional purpose or for any type of marketing or advertising as further defined herein. VA will indicate, upon award, if there are any other restrictions that apply.
Planting of bulbs in several beds for seasonal blooms shall be coordinated with COR.
If there are any services not listed herein that the contractor believes are necessary to maintain the landscape, the contractor should submit a written proposal to the COR for approval by the CO before any work is done. Any services performed without the prior written approval of the Contracting Officer, will be provided at no additional cost to the government. A separate purchase order will be issued if the service and proposal are acceptable to the VA.
Contractor shall make every effort to perform the said services without inconveniencing the VA. Weekly services shall be performed on the same day(s) of each week. However, in the event of holiday, rain or other factors, the contractor may need to reschedule to another day. This should usually be the following workday. If not, the contractor shall verbally notify the COR.
Upon arrival at JBVAMC, contractor personnel shall check in with the COR at Room 3295, Engineering Services, or as otherwise directed by the COR. Upon completion of service, a report with a description of work performed shall be provided to the COR.
Performance Monitoring.
Contractor service requirements are summarized into the below performance objectives. The performance thresholds briefly describe the minimum acceptable levels of service required. Performance Monitoring can be accomplished through Direct Observation, Periodic Inspection, or a combination of both.
Performance Objective
SOW Reference
Performance Threshold
Maintain Grounds. Grass is maintained within proper height for its area. Contractor has kept grounds neat, clean and professionally maintained as defined above.
2
No more than 3 customer complaints per month.
Maintain Trees, Shrubs, Hedges, and Planted Areas. Trees, plants, hedges and flowers have adequate drainage and mulch. They appear healthy and do not show any sign of disease or pests. They are pruned properly and timely. Bedding is mulched and free of weeds, grass and debris. Fertilizer and soil amendments are applied as needed.
2
No more than 3 customer complaints per month.
Conformance Standards. All services are provided and accomplished in accordance with all applicable state, local, federal, EPA, OSHA, JCAHO and industry standards. Material Safety Data Sheets have been provided by the contractor and written reports have been submitted in a timely manner.
8e
8g
No violations reported during the contract period. All standards have been met.
Direct Observation-(Can be performed periodically or through 100% surveillance.)
Periodic Inspection-(Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)
ACCEPTABLE PERFORMANCE
The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.
UNACCEPTABLE PERFORMANCE
When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.
The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
Security and General Requirements.
Vendor will not have access to VA Sensitive Information, patient records, or data.
Contractor personnel shall wear visible identification and company uniforms approved by the COR at all times while on the premises of the VA. Uniforms will present a neat and professional appearance. Open toed shoes, shirts or blouses which expose the shoulder or stomach, emblem hats, caps, or shirts (other than Contractor s company name) are not deemed acceptable attire. The Contractor personnel shall be fully clothed at all times, to include an upper garment to cover the body from the waist to neck and long pants or slacks. Garments that have a message, slogan or printing of any kind other than the Contractor s business attire is prohibited. Other clothing, in question, shall require written approval from the COR.
Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Contractor personnel shall not engage in loud or boisterous behavior; shall not use profane or abusive language, nor play radios and/or electronic games/devices; shall not smoke or chew any tobacco products at designated work areas during the performance of the contract. The COR has the right to request immediate replacement of any contractor employee who does not adhere to these requirements.
Contractor shall provide to the COR, prior to contract start date, Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials, which have not been so cleared in advance with the VA. MSDSs for new chemicals shall be furnished concurrently with arrival of the chemicals on-site. Additionally, a copy of all required MSDSs will be maintained at all chemical storage sites in a location accessible to VA personnel.
OSHA requires used rags and flammable materials to be stored in fireproof containers. Contractor shall provide fireproof containers.
Protective clothing/equipment. All workers will wear and/or use protective clothing and gear when required. This includes hard hats, goggles, gloves, masks or breathing apparatus, etc. The contractor shall provide any protective equipment that may be required.
Contractor shall assign a supervisor who shall be directly responsible for the accomplishment of the work. The supervisor shall be physically present at the job site as necessary while required services are being performed.
While performing work under the provisions of this contract the Contractor s employees must strictly observe the requirements of all applicable Department of Veterans Affairs, U.S. Department of Labor Occupational Safety and Health Administration, U.S. and Illinois Environmental Protection Agencies and VA Medical Center rules, regulations and policies.
Contractor is responsible for any parking fees associated with providing services under this contract. It is the responsibility of the contractor to park in appropriate designated parking areas. Information on parking is available from the VA Police Section or from the COR. The government will not invalidate or make reimbursement for parking violations of the contractor under any conditions.
All contractor personnel shall be fluent in the English language.
Protection of Government Property. The contractor shall take special care to protect Government property including but not limited to all exterior porches, turf, patio areas, walkways and pathways, vegetation and any government property where the services will be performed. Damage resulting from Contractor operations shall be repaired by the Contractor to the satisfaction of the COR, at no additional cost to the Government. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused as a result of the Contractors failure to adhere to these requirements.
Government-Furnished Equipment (GFE) / Government-Furnished Information. None.
REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT SYSTEM (CPARS). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the thresholds outlined in FAR Part 42.15, and shares those evaluations with other Federal Government contract specialists and procurement officials through the Past Performance Information Retrieval System (PPIRS).B The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to the posting of each report.B To fulfill this requirement VA uses an online database, the Contractor Performance Assessment Reporting System (CPARS).B The CPARS database information is uploaded to the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies.
Each contractor whose contract award is estimated to exceed the thresholds outlined in FAR Part 42.15 is required to provide to the contracting officer contact information for the contractor s representative with their response to the solicitation.B The contractor is responsible to notify the contracting officer of any change to the contractor s representative during the contract performance period.B Contractor s representative contact information consists of a name and email address.
The Government will register the contract within thirty days after contract award.B For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete.B For contracts exceeding one year, the contracting officer will evaluate the contractor s performance annually.B Intermediate reports will be filed each year until the last year of the contract, when the final report will be completed.B Each report shall be forwarded in CPARS to the contractor s designated representative for comment.B The contractor s representative will have thirty days to submit any comments and return the report to the VA contracting officer.B Failure by the contractor to respond within those thirty days will result in the Government s evaluation being placed on file in PPIRS without contractor s comments.
Health and Human Services/Office of Inspector General (HHS/OIG). To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the HHS/OIG, List of Excluded Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further the Contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.
DONALD ST. ONGE
CONTRACT SPECIALIST
DONALD.ST.ONGE@VA.GOV
Donald.St.Onge@va.gov
