APPENDIX A. SCOPE OF WORK For Grounds Maintenance Services TABLE OF CONTENTS

Transcription

1 APPENDIX A SCOPE OF WORK For Grounds Maintenance Services TABLE OF CONTENTS Page Number 1.0 INTRODUCTION GENERAL CONDITIONS DEFINITIONS GOVERNING STANDARDS SUPPLIER S QUALIFICATIONS/QUALIFIED SERVICE ASSOCIATES SUPPLIER S RESPONSIBILITIES - GENERAL GROUNDS MAINTENANCE SERVICES GENERAL SPECIFIC SCHEDULED GROUNDS MAINTENANCE SERVICES CHEMICAL APPLICATIONS ADDITIONAL GROUNDS MAINTENANCE WORK 12 Invoicing Instructions Exhibit A 13 Special Requirements Exhibit B 14 Site Location List Exhibit C 15 Grounds Maintenance Services 1

2 GROUNDS MAINTENANCE SERVICES 1.0 INTRODUCTION 1.1 This Scope of Work document is the service requirement for Ground Maintenance Services. 1.2 Supplier will be financially liable for any or all damages and/or service interruptions resulting from work being performed by Supplier s employees. 1.3 This standard Scope of Work shall be applied to all sites as designated by the City of Casselberry. This Scope of Work shall be utilized by the City, and by each grounds maintenance service provider (herein called Supplier ) to perform and/or assist in the performance of grounds maintenance services and to ensure that the grounds at each site are safe, secure, and presentable at all times. This Scope of Work outlines the methods, procedures, and specifications to be used to perform grounds maintenance services at all City s property. 1.4 Any questions concerning compliance with the specifications as set forth in this Scope of Work should be addressed to the City s Designated Representative. 2.0 GENERAL CONDITIONS 2.1 The principal objective of scheduled grounds maintenance services is to maintain safe, secure, and presentable grounds at City s property for City s employees, contractors, visitors, and the surrounding community. 2.2 The City properties are a representation of its residents. A suitable environment must be maintained at all times to enable City s employees to continue their work functions. Excessive dust and or the improper use of chemicals, water and/or other liquids can severely harm equipment, property, or adversely affect employees and therefore interfere with business operations. The Supplier will coordinate any grounds maintenance activities that could adversely affect City s business operations with the City s Designated Representative before maintenance commences. 2.3 Supplier will be liable for all damages and/or service interruptions resulting from work being performed by Supplier s employees or his subcontractors. The City s Designated Representative must be immediately notified of damages and/or service interruptions in accordance with Section 7.5. Any subcontractors used to make repairs or provide service on the Supplier s behalf will be approved in advance by the City s Purchasing Division. 2.4 Supplier will provide scheduled grounds maintenance services at the sites listed in Appendix D in accordance with this Scope of Work. 2.5 Supplier will be responsible for assuring that all work, whether performed by the Supplier or by any subcontractor, is performed with due regard to the safety of persons and property. Supplier shall periodically conduct safety inspections of the work. The City shall have the right, at its discretion, to make similar inspections. The City shall have the right to notify the Supplier of any failure to comply with the safety requirements. Upon receipt of such notice the Supplier shall immediately remedy such failure. If the Supplier fails to do so, the City may stop the work in whole or in part until such failure has been corrected. Grounds Maintenance Services 2

3 2.6 Supplier will provide emergency or demand grounds maintenance services as requested by the City. 2.7 Supplier will invoice for scheduled, emergency or demand grounds maintenance services per the invoicing instructions in Appendix A. 2.8 Grounds maintenance supplies and equipment may not be stored on City s property unless expressly permitted by the City s Designated Representative. These areas must always be kept neat and orderly. The City will not be responsible for loss or damage to Supplier s tools, equipment or materials left on City s property. 2.9 Supplier will not use the City commercial utilities to clean Supplier s equipment or to operate Supplier s electrically powered equipment without prior approval of the City s Designated Representative Supplier will remove all grounds maintenance debris or trash at the end of the workday unless otherwise approved by the City s Designated Representative. If the Supplier fails to comply as required herein, the City may remove the debris and trash and charge the Supplier the entire cost. Supplier shall not utilize City trash receptacles for grounds maintenance debris and trash containment. 3.0 DEFINITIONS The words and/or terms listed herein shall be defined as follows when used in this Scope of Work: 3.1 Common Area Any area jointly used by employees and/or public. 3.2 Demand Services (relates to City s business function) Grounds maintenance services performed at the request of the City s Designated Representative to correct a specific problem. 3.3 Emergency Service (relates to City s business function) Grounds maintenance services performed at the request of City s Designated Representative to correct a specific problem where any of the following conditions exist: City Operation is in jeopardy A situation exists that is potentially life, health, or property threatening. 3.7 Holiday Hours (as defined by the City) City s holiday hours (typically New Years, Memorial Day, July 4th, Labor Day, Thanksgiving, day after Thanksgiving, and Christmas). 3.8 Regular Service (relates to City s business function) Grounds maintenance services required at buildings for all service requirements other than as defined as Emergency, or Demand service. 3.9 City s Regular Business Hours (relates to City s business function) Office hours of City s staff (typically from 7 AM to 6 PM, Monday through Thursday) Sweep Remove all loose dirt and litter with approved sweeping tool or blower Trash/Yard Debris Removal Remove all trash including, but not limited to, paper, bottles, cans, plastic bags, twigs, sticks, grass clippings, etc. from grounds, and remove from City s property. Grounds Maintenance Services 3

4 4.0 GOVERNING STANDARDS 4.1 All grounds maintenance services shall be in accordance with, but not limited to, the latest edition of the following applicable codes, standards and manufacturers instructions as of the date of this Scope of Work. All work is required to meet any new revised codes, etc. Occupational Safety and Health Administration Standards (OSHA) Environmental Protection Agency (EPA) Department of Transportation (DOT) Manufacturer's instructions, operations and maintenance manuals applicable to equipment and materials used; Adherence to all other city, county, state or federal codes or standards (Supplier is responsible for compliance to the most stringent code to ensure system approval.) The City s Designated Representative will have the sole judgment in determining whether the ground maintenance services are satisfactory. The City s Designated Representative will also determine the quality/type of plantings, chemicals, cut pattern, and supplies used. 4.2 The City s Designated Representative will resolve all issues of interpretation. 4.3 The supplier must submit copies of all certifications, to include MOT training, pesticide licenses. BMP training and any other licenses that may apply for services being rendered to the City. 5.0 SUPPLIER S QUALIFICATIONS/QUALIFIED SERVICE ASSOCIATES 5.1 Supplier s personnel will be qualified and trained to perform all grounds maintenance services. 5.2 Supplier s employees will dress in an appropriate and professional manner while performing services under this Scope of Work. The City requires the Supplier to provide Supplier s employees a uniform or clothing that clearly identifies them as Supplier s employees, to be worn while on City s premises. Uniform exceptions must be presented to and accepted by the City s Purchasing Division. Supplier will remove any of the Supplier s employees, who are not identified in accordance with this Section, from assignment to the City. 5.3 Supplier will comply with all laws, orders, codes, and regulations in the performance of this Scope of Work. 5.4 No work shall be performed by anyone other than the Supplier without approval of the City s Purchasing Agent. If the Supplier elects to sub-contract, the City s Purchasing Agent must be notified prior to the performance of any work. The Supplier will provide a list of all of Supplier s current qualified subcontractors during the Request For Proposal (RFP) process. 5.5 Supplier must have at least one employee on City s property at all times, that is well versed in the English language who can communicate effectively with the City s Designated Representative. Grounds Maintenance Services 4

5 6.0 SUPPLIER S RESPONSIBILITIES GENERAL The responsibilities set forth in this section apply to all Scheduled, Demand, and Emergency grounds maintenance services: 6.1 Supplier supervisor shall conduct a scheduled on-site inspection with the City Designated Representative after grounds services operations are completed and approved. Supplier and City will jointly develop inspection check list to be completed after each inspection. 6.2 The City requires that the Supplier will have non-working management level supervision for all areas under their responsibility. All management personnel must be fluent in English, both orally and written communication. Supplier s management personnel must able to work with the City to understand all issues, concerns, work performances, supplier staffing, demand services, emergency services, reporting, etc. Supplier s management personnel must initiate meetings with the City s Designated Representative on a regular basis to provide various updates and/or reports. 6.3 Supplier is required to implement a program to attract and retain the highest quality employee possible. Supplier is required to perform job performance evaluations on its employees and make the necessary steps to only retain the right employees with the right attitudes and the right desire to provide the highest quality service. 6.4 Supplier will provide all labor, equipment, tools, materials, and transportation necessary to maintain grounds at the City s property. 6.5 Supplier will provide an escalation list that contains a minimum of three (3) contact names and their associated telephone numbers (business, home and mobile). These contacts will be responsible for handling Scheduled, Demand, and Emergency service calls. 6.6 Supplier will respond by telephone within 15 minutes and have qualified personnel at the site requiring service within two (2) hours of notification for Demand or Emergency service. 6.7 Supplier agrees that time is of the essence in all emergencies and shall be accessible and respond at all times to the requirements of the emergency work with a sense of urgency. 6.8 Supplier s Access to City s Sites: Presence of the City s Designated Representative may be required on site during work Supplier's access to the site for scheduled grounds maintenance services will be coordinated with the City s Designated Representative Supplier's access to the site for demand or emergency service is as required Supplier will enforce all of City s policies regarding their employee s behavior. Grounds Maintenance Services 5

6 6.8.5 Supplier will be responsible for the control and distribution of keys/access cards and combinations that are issued to them. Supplier will be financially responsible for the replacement of cores for all affected buildings in the event keys are lost. Supplier shall understand that the lost of a Master Key may result in multiple buildings requiring the core to be replaced. Supplier will notify the City s immediately if a key and/or access card is loss. Supplier is required to provide a quarterly report listing all employees, work locations assignment, type of access employees have - keys/access card, and the identification number of the key and/or access card Supplier will return all keys and/or access cards immediately upon termination of the contract and/or Supplier s employee separation to the City s Designated Representative The City s Designated Representative, in its sole discretion, may refuse access to any of the Supplier s employees. Supplier will not permit any unauthorized person on the City s property nor allow any unauthorized person to accompany the Supplier s representative while on the City s property (including relatives, children, or significant others) Supplier will provide the City s Designated Representative with an accurate list of employees. Supplier will notify City s Designated Representative of the change in status of any of these employees Supplier s personnel are not to use any of the City s property, such as telephones, office equipment or computers, unless approved by the City s Purchasing Agent Emergency or Demand Service, defined as any additional activity in excess of the frequency or stated services in the Scope of Work, must be approved by the City s Designated Representative prior to performance. Without prior approval by the City s Designated Representative, payment will be denied. 6.9 Documentation and Reporting Supplier shall report any item(s) that requires further attention that are identified while performing work, including cost estimates, comments, and recommendations to the City s Designated Representative The Supplier or the City s Designated Representative may schedule periodic meetings to discuss work performance and future directions. 7.0 GROUNDS MAINTENANCE SERVICES GENERAL 7.1 Scheduling Supplier will coordinate scheduled grounds maintenance services with the City s Designated Representative in order to perform all required work in a timely and efficient manner. Coordination with the City s Designated Representative is imperative. Grounds Maintenance Services 6

7 7.1.2 The Supplier will contact the City s Designated Representative within ten (10) business days of execution of the contract to initiate the schedule for grounds maintenance services as set forth in Appendix D Upon completion of the grounds maintenance schedule development, Supplier shall provide a final version of this schedule to the City s Designated Representative. This shall be an electronic and/or hard copy. Should the Supplier or the City s Designated Representative need to make changes in the schedule, the City s Designated Representative or Supplier will notify the other of the change with a minimum of 24 hours prior to the time scheduled grounds maintenance services was to begin. The City s Designated Representative and Supplier will coordinate an amended service schedule for the affected site(s) within twenty-four (24) hours following the cleaning schedule services performed Weather conditions must always be taken into consideration prior to any service. If storms are in the area, service may need to be rescheduled. The City s Designated Representative or Supplier will immediately notify the other as soon as possible if inclement weather requires service to be rescheduled. The City s Designated Representative and Supplier will coordinate an amended service schedule for the affected site(s) at the time notification of the delay is given The City may require a Supplier s supervisory or management representative to participate in scheduled quality site walk-through. 7.2 Frequency Scheduled grounds maintenance services shall be performed according to the frequencies determined by the City s Designated Representative and reflected in Appendix D The City has multiple facilities with varying maintenance needs. Certain maintenance tasks should be performed at the season and/or frequency necessitated by geographic conditions. These tasks and the season and/or frequency interval are set forth in Appendix D. The City reserves the right to adjust the frequency of scheduled grounds maintenance services, as the City deems necessary The frequencies for scheduled grounds maintenance service tasks, as specified herein, shall be strictly followed. Any deviations in the scheduled ground maintenance interval (for example, each Monday, Wednesday, Friday versus each Monday, Wednesday, and Saturday) must be approved in advance of the change by the City Designated Representative. 7.3 Supplies/Chemicals Specifications Supplies and chemicals used in the provision of scheduled grounds maintenance services will be provided by the Supplier. The Supplier shall ensure that the purchase of any supplies and chemicals are environmental friendly. Grounds Maintenance Services 7

8 7.3.2 Supplier will notify the City s Designated Representative 24 hours in advance of the use of all chemicals at City s property and will include a description of the chemical used and the affected location on the site Supplier will maintain Materials Safety Data Sheets (MSDS) for each of City s sites that include all products used at City s property. This MSDS shall be available upon request for use or review by City Supplier will not use any of the City s supplies, material, and chemicals except as approved by the City s Designated Representative. 7.4 Emergency or Demand Service Emergency or Demand Services will be authorized by the City s Designated Representative If Emergency or Demand Services are identified by the City s Designated Representative, the City s Designated Representative will call the Supplier and provide authorization for services to be performed. The City s Designated Representative will determine whether a call for service is Scheduled, Demand, or Emergency Service If it is determined that the service call is for Scheduled Service not performed, the Supplier will perform the work during Normal Business Hours within 24-hours of notification. The City s Designated Representative will be informed as to the approximate date and time the work will be completed Supplier's emergency response time starts from the initial call from the City s Designated Representative to the Supplier's arrival on site. This response time shall not exceed two (2) hours without prior authorization from the City s Designated Representative Supplier's call back response time to the City s Designated Representative will not exceed 15 minutes. Supplier will provide to the City s Designated Representative with the Supplier s employee s name and the estimated time of arrival (ETA) to the site Supplier will provide local telephone numbers and contact names to the City s Designated Representative for emergency service. Supplier will furnish no less than three (3) different names and numbers (i.e., work, pager, and mobile, home) for each contact. Supplier may not duplicate names and numbers Supplier will call to notify the City s Designated Representative upon any arrival to the site and upon any departure from the site for all emergency service Supplier will never discontinue clean-up efforts before the site is returned to fully operational condition or without authorization from the City s Designated Representative If Supplier s employee inadvertently causes any damage to the facility while performing ground maintenance services, the Supplier s employee will immediately notify the City s Designated Representative to report details of the potential damage so Grounds Maintenance Services 8

9 that recovery efforts can be initiated by the City s Designated Representative immediately Emergency Service Identified During Scheduled Grounds Maintenance Services - If Emergency or Demand Services are identified by the Supplier during the performance of ground maintenance services, the Supplier will immediately call the City s Designated Representative at the provided telephone number before leaving the site. 8.0 SPECIFIC SCHEDULED GROUNDS MAINTENANCE SERVICES 8.1 The specific scheduled grounds maintenance services to be performed under this Scope of Work are set forth as following: 8.2 Mowing Mowing shall occur at intervals sufficient to maintain a healthy and attractive turf. Care should be taken to ensure that grass is not mowed too short for environmental conditions and/or terrain. Mowing height will be no less than 2.5 inches and no more than 4 inches. Scalping is prohibited Litter and debris shall be removed from turf areas, fence lines, shrubs, flower beds, etc. PRIOR to mowing. NO TRASH or yard debris is to be cut by the mower Grass clippings may be broadcast or bagged as long as the clippings are not left windrowed or blanketing the grass. Clippings should be virtually invisible after mowing is completed. The City s dumpsters may NOT be used to dispose of yard debris Grass clippings should be removed from all paved areas. Blow grass clippings away from air conditioner units, and blow grass clippings and other yard debris out of condenser fins using a blower All mowing equipment shall be maintained and cutting edges shall be kept in sharp condition Supplier shall remove all landscape debris from City properties including landscape debris caused during mowing and trimming operations. No debris shall be placed or left in trash receptacles or dumpsters owned by the City 8.3 Edging and Trimming Edge sidewalks, driveways, and curbs with a power edger as needed to maintain attractive appearance After each mowing, trim areas along bender boards, hardscape having cosmetic surfaces, turf areas that abut walls, trees, shrubs, planting beds, signs, posts, fence lines, and building foundations. 8.4 Pruning Plants 10 feet or less in height Evergreen shrubbery shall be pruned to maintain shape and size Flowering shrubs shall be pruned after the flowering season All sucker growth shall be pruned off as part of regular maintenance Shade, understory trees, palms, etc. shall be pruned to maintain shape, and health as appropriate All pruning shall follow generally accepted horticultural practices as outlined in Pruning Landscape Trees and Shrubs by Edward Gilman & Robert Black, University of Florida IFAS Extension, listed in Appendix E Plants over 10 ten feet in height (see Section 11.8 below.) Grounds Maintenance Services 9

10 8.5 Leaf Removal Remove leaves from grassy areas, entrance road, sidewalks, stairwells, generators, condensers, flower beds, and parking lot(s) as required. (For the fall season and spring clean up, see Section 11.9 below.) 8.6 Manual Weed Control in Landscaped Areas Shrubbery, flower beds, and ornamental rock areas must be kept weed free by removing manually on each visit. No weeds should be visible! 8.7 Chemical Weed Control Sites identified in Appendix D as Spraying Only must be kept weed free by application of a weed herbicide to keep these areas vegetation free. This includes fence lines and the areas inside fences on the property. (City s property side only.) No weeds should be visible! Gravel areas, asphalt drives, parking lots, and rock areas of sites identified in Appendix D for Lawn Maintenance must be kept weed free by application of a weed herbicide to keep these areas vegetation free. This includes fence lines and the areas inside fences on the property. (City s property side only.) No weeds should be visible! Supplier shall notify City s Designated Representative when the application of chemical herbicide is needed for ongoing grounds maintenance unless the site is identified in Appendix D as requiring spraying only Chemical weed control for pole yards, warehouse, and other storage areas located at the sites identified in Appendix D. (See Section 9.0 below for additional information.) 8.8 Pest Control Plants and trees will be checked for insects and disease. The City s Designated Representative will be notified if insects or disease requiring special attention is observed Landscape beds and lawns in recreational areas of Parks will be checked for insect mounds and hives for removal or treatment. 6.0 CHEMICAL APPLICATIONS The work described in this section should be performed only at the request of the City s Designated Representative and should be invoiced separately. 9.1 Fertilization Turf areas shall be fertilized (Phosphorus Free) in a manner most appropriate to the site conditions and climate Shrubs and trees should be fertilized to maintain a healthy and blooming condition. 9.2 Weed Control (Including yards, warehouse, and other storage areas.) Sites identified in Appendix D, Sheet labeled Weed Spraying On Demand, require chemical spraying for designated areas and must be kept weed free by application of a weed herbicide. This includes fence lines and the areas inside fences on the property. (City s property side only.) Supplier shall apply chemical herbicide for control of annual grassy weeds and existing broadleaf weeds using pre-emergence herbicides recommended by the State Cooperative Extension Service. In newly seeded areas, the Grounds Maintenance Services 10

11 pre-emergence herbicides used shall allow the continuing germination of the turf seed. No weeds should be visible Never spray chemicals along perimeter of building to kill grass or weeds Pest Control Plants and trees will be treated for insects and disease as approved by the City s Designated Representative Fertilizer and weed and pest control must be applied by a licensed applicator as required by the State of Florida and according to the manufacturers written recommendations ADDITIONAL GROUNDS MAINTENANCE WORK The work described in this section shall require prior approval by the City s Designated Representative. Such items shall be billed on a time and material basis. Supplier shall notify the City s Designated Representative of any additional work and shall provide the City s Designated Representative with a written proposal for such work. These items may include, but are not limited to: 11.1 Aerification of lawn (turf) area 11.2 Replacement of dead or marginal plants 11.3 Initial inspection and major repairs to irrigation system 11.4 Vertebrate control 11.5 Mulch replacement or addition 11.6 Overseeding turf 11.7 Application of iron sulfate 11.8 Pruning plants over 10 ten feet in height Supplier shall notify the City s Designated Representative when there is a need for pruning that requires tree climbing or the use of power equipment. The Supplier will provide the City s Designated Representative an associated estimate along with a description of the needed work Shade tree pruning shall be done during the dormant season Removal of leaves and all debris from grassy areas, entrance road, sidewalks, stairwells, generators, condensers, shrub and flower beds, and parking lot(s) is required during the fall season and in the spring New tree installation and establishment (Refer to appendix: Specifications for Planting Trees and Shrubs in the Southeastern U.S. Edward Gilman, University of Florida IFAS Extension) New shrub & groundcover installation (Refer to appendix: Specifications for Planting Trees and Shrubs in the Southeastern U.S. Edward Gilman, University of Florida IFAS Extension) New turf installation Tree Removal Removal of trees including branching structure, trunk, stump grinding, and debris removal for: Small trees-6 and less in diameter at breast height (DBH); Medium trees Grounds Maintenance Services 11

12 7 24 and greater in diameter at breast height (DBH); Large trees greater than 24 and greater in diameter at breast height (DBH). Grounds Maintenance Services 12

13 EXHIBIT A INVOICING INSTRUCTIONS GROUNDS MAINTENANCE SERVICES Under the terms of this Scope of Work, there are two forms of grounds maintenance services that may be invoiced: scheduled services, consisting of regularly scheduled visits for a fixed dollar amount and Emergency or Demand Maintenance which includes all other maintenance and is invoiced as time and material. 1. Every invoice submitted for payment for the performance of Scheduled Services must include the following information. The invoice should be legible. All invoices must be submitted directly to the Finance Department. Invoices submitted to any other locations may result in no payment and/or delayed payment. Site Name: As detailed in Appendix D Site Address: As detailed in Appendix D Exact Dollar Amount Specified in Contract (From Purchase Order) Contract Master Number Purchase Order (P.O.) Number (If multiple page invoices, the P.O. number must appear on each page.) 2. Every invoice submitted for payment for the performance of Emergency or Demand Maintenance must include the following information. The invoice should be legible. The invoice for Demand or Emergency services must be separate from your invoices for Scheduled Services. Service Ticket Number: Obtained from the City Designated Representative when Supplier was requested to respond. Site Name: As detailed in Appendix D Site Address: As detailed in Appendix D Labor and Material broken out as separate line items as specified in Contract 3. All invoices must be sent to City s Finance Department at 95 Triplet Lake Drive, Casselberry, Florida Grounds Maintenance Services 13

14 EXHIBIT B SPECIAL REQUIREMENTS Certain maintenance tasks set forth in this Scope of Work should be performed at the season and/or frequency necessitated by geographic conditions or shall not be performed by the Supplier as indicated below. Those tasks and the season and/or frequency interval are set forth following. Maintenance Task Mulching (Depth of 3 ) Season/Frequency Required annually in the early Spring Grounds Maintenance Services 14

15 EXHIBIT C SITE LOCATION AND CONTACT LIST See attached Excel Spreadsheet Grounds Maintenance Services 15