Weed Control and Groundskeeping Services at Albuquerque ARTCC

2.0  General Requirements

The Contractor must furnish all labor, supervision, equipment, and materials necessary to provide grounds maintenance services and weed control services in accordance with the requirements specified herein. All subcontractors must be approved prior to award. The operations are to be performed on a weekly basis during the months of March through November and monthly during the months of December through February.  Services must include cutting grass, edging, fertilization, collection and disposal of litter and trash, vegetation cutting and removal, under-brushing, grassing, sodding, leaf blowing/removal, weed removal, tree and shrub pruning, tree and stump removal, irrigation, ditch cleaning, and other miscellaneous services as described herein.

3.0   Requirements

3.1  Work Outside Regular Hours

Except as may otherwise be specified, all work must be performed during regular hours.  If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular hours, an application must be submitting to the Contracting Officer (CO) for approval.

3.2  Management

The Contractor must manage the total work effort associated with the groundskeeping maintenance services and weed control services required herein to assure fully adequate and timely completion of these services.  Included in this function will be a full range of management duties including, but not limited to, planning, scheduling, report preparation, and quality control.  The Contractor must provide an adequate staff of personnel with the necessary management and technical expertise to assure the performance of the work in accordance with sound and efficient management practices. The contractor must obtain security badges for the superintendent and as many additional personnel as needed to maintain line of site control of workers being escorted on site.  

3.2.1    Work Control

The Contractor must implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress.  The Contractor must plan and schedule work to assure labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.  Verbal scheduling and status reports must be provided when requested by the Government Representative.

3.2.3    Herbicides and Pesticides

The Contractor must manage pests and invasive and noxious weeds in the least toxic  means available. Dirt, moisture, clutter, foodstuffs, and building penetration must be controlled. The Contractor must also use bio-based products (designated Bio Preferred by the U.S. Department of Agriculture). Herbicide and pesticide controls must be formulated to target specific pests. The Contractor must be licensed by the applicable State agency to provide pesticide application in the categories specified in this contract.  All work must be under the superintendence of a certified, responsible individual, and in accordance with Federal, State, and local laws and requirements.  The Contractor must submit Material Safety Data Sheets meeting the requirements of 29 CFR 1910.1200(g) and the latest version of Federal Standard No. 313 for all hazardous chemicals to be used.

3.2.3.1 Control Methods

The Contractor must utilize only herbicides registered by the Environmental Protection Agency.  Use must be in strict compliance with label directions for the control of the target weeds.  Herbicides selected, application rates, and application techniques must have the prior approval of the CO. Additionally, the Contractor must control pests using integrated pest management principles (http://www.epa.gov/pesticides/factsheets/ipm.htm).

3.2.3.2   Trash, Litter, and Vegetative Debris Collection and Disposal

The Contractor must collect trash, litter, and vegetative debris (e.g., natural vegetation, such as leaves, limbs, and stumps) in all grassed areas, plant and shrub beds, sidewalks, streets, parking lots, at a weekly frequency and dispose of it off site.

3.2.3.3 Contractor's Superintendent

During the execution of all work involving the handling and/or use of herbicides, the Contractor must give the job his personal supervision or must have on the job a responsible and competent representative with the authority to speak and act for him.  The whereabouts of the supervisor must be made known to the Government Representative when work is performed.

3.2.3.4 Uncertified Personnel

Uncertified personnel who apply pesticides must have been employed in weed control for a minimum of 30 days and have received training in:

1. Selection, application, and evaluation of appropriate control procedures.
2. Safe and effective application techniques, and the calibration and use of all equipment required.
3. Handling, storage, and transfer of pesticide materials as required.
4. (d) Reading, interpreting, and following herbicide label instructions.
5. Use and maintenance of all required safety equipment.
6. The consequences of preparing an herbicide to be given or sold to an individual other than an authorized employee of the Contractor or regulatory official.
7. Procedure for handling herbicide spills, including reporting procedures.
8. The security of vehicles and equipment.

3.2.3.5 Pesticide Use Records

The Contractor must prepare, submit, and maintain appropriate records of herbicide and pesticide usage. Completed records must be made available upon request for inspection and must be forwarded to the CO with the monthly invoice for each month following the month of operation.  Records which are rejected by the CO due to improper preparation must be resubmitted by the Contractor at no additional cost to the Government.

3.3   Continuity of Services.

To ensure continuity of essential services, the successful bidder must be prepared to fully commence work on the start date of this contract and should not assume that Government or previous Contractor employees will be available to guide, direct, or specifically orientate each Contractor employee.

3.4   Maintenance  

The Contractor must provide grounds maintenance services as stated in this document.

3.4.1    Grass Cutting

All grassed areas located within this maintenance level must be cut to a uniform height between 1 inch and 3 inches in height.  Grass is to be mowed on a weekly basis.  If any bare ground within the limits of an area becomes vegetated with grass, weeds, or other similar growths through natural spread, i.e., not artificially planted, it must be maintained as part of the basic contract.  Prior to cutting, any trash, paper, tree branches, or other debris that would detract from the finished appearance of the cut or present a safety hazard must be disposed of.  Debris must be disposed of off the activity the same day as collected.  Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven and rough cutting.  Cutting equipment must have sharp cutting edges which produce a neat, clean, even cut.  Use of cutting equipment which is out of adjustment, thereby causing streaks or irregularities, uneven cutting, plowing, or gouging of the soil must not be permitted.  Ground speeds and mower speeds must be synchronized to ensure effective cutting action.  After cutting, grass must have a uniform height.  Grass clippings must not be allowed to be deposited in piles or clumps.  Grass clippings must be uniformly distributed over the mowed area.  Grass areas close or adjacent to buildings, hydrants, parking lots, manholes, fences, trees, hedges, and shrubs are included in mowing requirements, and may require hand mowing.  Trimming around trees, shrubs, flower/shrub beds, cultivated areas, poles, walls, valves, and other similar objects must be accomplished to match the height and appearance of the surrounding mowed grass.  Trimming may be accomplished by hand clipping, by use of "weed eater" type equipment, or by herbicide treatment.  Trees and shrubs must not be damaged by trimming operations.  Trimming with herbicide treatment must be confined to an area extending l2 inches from the object being trimmed.  Grassed areas, trees, or shrubs which are killed or damaged, due to Contractor's work, must be repaired or replaced by the Contractor at no cost to the Government, with a like item.  Trimming operations must be considered a part of grass cutting and must be accomplished concurrently (same day) with grass cutting operations.  Grass cutting will not be considered complete until all trimming operations are accomplished.  Grass clippings and trimmings must be removed from sidewalks and other paved areas the same day the grass is cut.

3.4.1.1 Grassing

Bare and slightly eroded areas (areas which vary in size from l0 to l000 square feet and can be repaired with the placement of four inches or less of topsoil) must be filled with topsoil, raked, fertilized, seeded, and watered to establish a healthy grassed covering.  Establishment must include providing the necessary care to firmly establish new grass growth.  The Contractor must water and otherwise care for new grassed areas sufficiently to ensure proper development.  Grassed areas which die or fail to develop noticeable growth for a period of one year after seeding must be re-grassed by the Contractor at no additional cost to the Government.

3.4.1.2 Annual Aeration

In the Spring, all grass areas shall be aerated and prepared for the application of fertilizer and weed products that are made for grass.

3.4.1.3 Edging

All sidewalks, driveways, street edges, curbs, other paved areas, and shrubbery areas located within this maintenance level must be edged on a weekly basis.  Annually edging must create a l/2 inch wide and l inch deep clear zone immediately adjacent to the paved surface.  Annual edging must be by mechanical means. After annual edging bi-weekly edging will be maintained by either string trimming or blade edging. The edging operation must include removal of grass and other vegetation which has encroached onto street and other paved surfaces from adjoining grassed areas.  Where driveway or street pavement edge is not discernable due to grass encroachment, a straight and even line approximating the edge of pavement must be established and maintained.  The edging operation must produce neat, clean lines along the sides of sidewalks and other areas edged, and must be accomplished free of scalping, rutting, bruising, uneven and rough cutting.  All vegetation growing in the following areas must be removed during the edging operation:

1. Sidewalk and driveway expansion joints and cracks.
2. Street/driveway curbing expansion joints.
3. Cracks between curbing and street/driveway pavement.

For continued maintenance of vegetation growing in cracks and expansion joints, herbicide treatment may be utilized to reduce the amount of mechanical work.  The use of herbicides must not be allowed for the purpose of eliminating or reducing normal mechanical edging along straight paved edges (sidewalks, etc.).  Debris generated by edging operations, which fall on or is thrown on sidewalks, on curbs, in gutters, streets, or is thrown on nearby sod, causing an unsightly appearance, must be removed at that time from the site and disposed of off the activity.

3.4.2    Plant and Shrub Pruning

Shrubs, bushes, hedges, and cultivated plants must be pruned to maintain a conformed, neat appearance throughout the growing season.   Plants and shrubs shall be pruned back from all sidewalk handrail areas and not allowed to grow over handrails, sidewalks, walking paths, or other areas not specified but where people commonly walk.  All clippings and debris must be removed from the site the same day and disposed of, recycled, or composted off the activity.  Pruning must be accomplished as follows:

1. Reduce the size and growth rate of each shrub by clipping approximately 20% to 30% of the total surface area approximately 3 to 6 inches inside the normal "pruned surface".  This interior clipping (20% to 30%) must be uniformly distributed over the entire shrub.  This procedure must be performed as a part of the normal pruning operation (when new growth is removed).
2. Evenly form and balance the shrub, bush, or plant and shape it according to its natural growth habits.  "Box" or "circular" shaping is not acceptable, except with hedges. Hedges must be sheared or pruned, as appropriate, to maintain their established shape and appearance.
3. Remove dead, damaged, or diseased wood.  If the entire shrub should die, remove the entire shrub and roots.  The hole and any other surface damage caused by removal must be filled with topsoil, raked, and left in a neat appearance to match adjoining area.
4. Remove vines, tree sprouts, or any other extraneous vegetative growth from under or on the shrubbery.
5. Prune or remove growth in front of windows, over entrance ways or walks, or where vision is obstructed at street intersections.

3.4.3    Cultivation and Mulching of Shrubs, Hedges, and Flower Beds

Shrubs, hedges, and flower beds must be cultivated and mulched twice monthly during the growing season and once monthly during the non-growing season.   Cultivation includes weeding of shrubs, hedges, and flower beds.  Cultivation must be extended a sufficient distance from bases of shrubs to ensure their protection from damage by lawn mowers, and trimmer/edgers, and to provide proper care for the plants, but in no case less than l8 inches.  Cultivation must be extended to a depth of 2 inches; care being taken that the roots of the plants are not damaged.  Removal of grass, weeds, rocks, and debris encountered during cultivation must be considered part of cultivation.  All edges must be worked to a neat and true line.  All timber, brick, concrete, aluminum, metal, or plastic bed edging must be realigned as needed.  Mulch in bed areas with wood bark chips must be well groomed after removal of weeds, rocks, etc.  Additional mulch, of the same type as existing, must be provided and placed around all shrubs and flower beds as required to maintain a minimum depth of three inches.  Shrubbery without existing mulch must be mulched to a minimum depth of three inches with a plant friendly mulch.

3.4.4    Under-brushing

All brush, weeds, and small trees (three inches and below in diameter at ground level) must be cut back to within one inch of ground level, removed from the site, and disposed of off the activity.  Any material to be saved will be marked by the ACO prior to starting work.  Any debris (i.e., limbs, dead trees, trash, etc.) found in the under-brushing area must be removed from the site and disposed of off the activity.

3.4.5    Tree Pruning

Trees must be pruned in accordance with the following guidelines to selectively remove unwanted growth and encourage trees to grow or respond in a desired manner.  All tree pruning must be accomplished under the supervision of an individual furnished by the Contractor, who is trained, experienced, and otherwise qualified in proper tree pruning techniques.  Verification of such training, experience, and qualifications must be acceptable to the CO prior to initiation of any tree pruning.  Prior to starting work the Contractor must propose a pruning plan for each tree for the approval of the CO.  Trees must be pruned according to their natural growth habit to evenly form and balance the tree, to promote proper health and growth, to respond to damage inflicted by natural or human causes, and to prevent interference with pedestrian and vehicular traffic.  All clippings and debris must be removed and disposed of off the activity the same working day.  Pruning must be accomplished in a manner as follows:

1. Remove dead, damaged, or diseased wood, or structurally weak limbs that may cause a safety hazard or unsightly appearance, including the removal of dead palm fronds.
2. Remove branches that extend over buildings and endanger roofs, eaves, and windows, or hang lower than 12 feet vertically of sidewalks, parking lots, and driveways.
3. Provide clearance for buses, moving vans, and similar vehicles along streets.
4. Cut back branches that overhang or grow into powerlines. Anticipate the effects of wind on branches which might fall on powerlines.  Shape the entire tree rather than notch the top.
5. Remove growth of small trees in front of windows, over entrance ways or walks, and those which will obstruct vision at street intersections.
6. Remove sprouts which grow from the trunk.  Remove sprouts to the height of the first major lateral limb.
7.  Branch stubs must not be allowed.  All branches must be pruned (removed) back to the next major limb or the tree trunk.  Pruning cuts must be performed in a manner which leaves the branch collar exposed (with no stub beyond the branch collar).

3.4.6    Weed Removal, Spraying and Fertilization

Weed preemergent and post emergent is required to be applied/sprayed annually throughout all dirt areas, rock/gravel beds, crusher fine areas, walking paths, asphalt, and concrete sidewalks and parking areas.  Emergent must be applied during a time when there is no wind present.  Weeds taller than 3 to 4 inches are expected to be pulled at least every two weeks during their growing season.  Additional preemergent and post emergent application may be used a means of weed control. Fertilizers for lawns and plants must be used in early Spring.  Synthetic chemical fertilizers must not be used.  When fertilization is necessary, fertilizer must be comprised of either recovered organic material or bio-based material.  Fertilizer comprised of recovered organic material must conform to the EPA’s Comprehensive Procurement Guidelines (http://www.epa.gov/cpg).  Bio-based product listings are obtainable from the U.S. Department of Agriculture (USDA) (http://www.usda.gov).  Fertilizer must be applied only when grass blades are free of moisture.  Ground cover plants and shrubbery beds must be fertilized concurrently with lawn application, at the same rates.  Crusher fine walking paths throughout grounds shall also be maintained and raked at least one time monthly.

3.4.7    Trash and Litter Collection and Disposal.

The Contractor must collect trash and litter in all grassed areas, plant and shrub beds, sidewalks, streets, and curbs on a weekly basis and disposed of away from the facility.  Trash and litter do not include natural vegetation, such as leaves, tree limbs, etc.  All trash and litter must be removed off the activity the same day as collected.

3.5  Raking 

Includes the raking and removal of leaves, small branches, and other debris from the raked area.  All debris must be disposed of off the activity the day of collection.

3.6   Irrigation

Irrigation involves the artificial application of water to promote proper health, growth, color, and appearance of cultivated vegetation. Irrigation system shall be inspected prior to the beginning of the contract and shall be checked weekly after each mowing to ensure no damage to irrigation/sprinkler system.

1. The Contractor must be held responsible for any damage to plants, lawns, or buildings caused by careless handling of irrigation equipment.  Sprinklers must not be set in such a position as to throw water into doorways, windows, porches, parked cars, parking areas, or to impede vehicular and/or pedestrian traffic.  To prevent damage to sprinklers during mowing operation, sprinklers should be flagged or marked in some manner.
2. Sprinkler riser connections and sprinkler heads must be maintained, repaired, or replaced by the Contractor if damaged during mowing or edging, at no additional cost to the Government. Sprinkler heads must be maintained clear of dirt and other debris for approximately one inch around their outside circumference.
3. The Government will provide all other required maintenance to installed sprinkler systems due to normal wear and tear, to include time clocks, valve systems, and underground piping up to, but not including the sprinkler riser connection and sprinkler heads.  Any damage to such systems caused by the Contractor must be repaired or replaced by the Contractor at no expense to the Government.  The Contractor must promptly report damage to or malfunction of any sprinkler system to the CO.
4. Hoses, portable sprinklers, portable pipes, and similar irrigation equipment must be removed from lawn areas at the end of each workday or when not actually in use.  All valves, covers, and valve box covers must be kept closed except when in actual use.
5. The Contractor must abide by any local, state, or other water agency regulations or controls in force at the time of this contract.