Grounds Maintenance Services - Santa Fe Indian Health Center/San Felipe Health Clinic

SOURCES SOUGHT BACKGROUND: The Albuquerque Area Indian Health Service (AAIHS), Santa Fe Indian Health Center (SFIHC) and San Felipe Health Clinic (SFHC), has a requirement for Grounds Maintenance Services at Santa Fe, New Mexico and San Felipe Pueblo, New Mexico. OBJECTIVE: The Contractor shall provide Grounds Maintenance Services which will include, at a minimum, landscape maintenance, weed removal and control, parking lot cleaning, street cleaning, collection and disposal of all trash and debris, and other grounds maintenance at each facility. The Government will provide 30-gallon exterior trash containers for the facilities and a water source for cleaning as described in this SOW. RESPONSIBILITIES: Facility Procedures: The Contractor shall attend and participate in an initial meeting with the COR, Facility Engineer and/or Maintenance Mechanic Supervisor within two weeks from the date of Notice to Proceed (NTP) from the Contracting Office. The pre-performance meeting agenda shall include, at a minimum, a review of the specific facility's Contractor procedures, safety and security measures, work schedule, and any required coordination. Services shall not commence until after the pre-performance meeting has been held. The Contractor shall perform all general maintenance work during normal weekday business hours, 8:00 a.m. to 4:00 p.m., excluding Federal Holidays. Authorization other than normal work hours shall be coordinated and approved in advance with the Facility Maintenance Supervisor/Contracting Officer Representative (COR). The Contractor shall perform services at Santa Fe Service Unit (SFSU) 3 days a week, 4 hours per day, on Monday, Wednesday and Friday, or as otherwise coordinated with the Facility Engineer or Maintenance Mechanic Supervisor. Work at San Felipe Health Center (SFHC) shall be 3 days a week, 2 hours per day on Monday, Wednesday and Friday. Any changes to the schedule shall be coordinated in advance with the Facility Maintenance Office and/or COR. The Contractor shall coordinate all work with the respective Facility Maintenance Contact. All work is to be performed and completed while the facilities remain in operation. The Contractor shall ensure that the services do not disrupt patient care. The Contractor shall sign in and out with the Facility Maintenance office during every visit when arriving on site and when work is completed. A Contractor's badge shall be provided to each crew member on-site and shall be worn as work is performed. Badges shall be returned at the end of the work day or at the end of the service period as determined by the Facility/Project Manager. The Contractor shall ensure that the crew consists of one Foreman and two or more laborers. The Foreman shall be on site at all times. The Contractor shall provide safety vests and safety glasses for their crew members while performing services. The Contractor shall adhere to all policies, standards, and requirements of the respective facility while on-site. Safety procedures shall be strictly adhered to at all times. The Contractor shall be aware that the San Felipe Health Clinic is located on Tribal land and is subject to closure to non-residents for Tribal purposes. The Contractor shall adhere to all Tribal requirements and regulations while on site and re-schedule services as necessary with the Facility Maintenance Office or COR. General Maintenance: The Contractor shall provide Grounds Maintenance Services which will include, at a minimum, landscape maintenance, weed removal and control, parking lot cleaning, street cleaning, collection and disposal of all trash and debris, and other grounds maintenance at each facility. The Government will provide 30-gallon exterior trash containers for the facilities and a water source for cleaning as described in this SOW. The Contractor shall perform the following services each day or as noted: Remove filled trash container liners from all receptacles and replace with new liners. Trash from receptacles that are less than half full do not need to be removed. Liners shall be sized for the containers and rated for exterior use. Clean and wash the interior and exterior of trash containers a minimum of once a week or as needed. Pick up trash and debris from parking lots, gutters, porches, entrances, and throughout the facility campus to maintain a clean appearance and safe conditions. Sweep and clean all sidewalks and outdoor concrete stairways to provide clear access for all users. All areas near building entryways shall be hand swept to avoid dirt and debris from entering the buildings. Remove weeds and leaves throughout the grounds by hand or mechanical methods. Apply weed control herbicide chemicals to areas with persistent weeds and undesired vegetation. Application of chemicals shall not be applied more frequently or in concentrations than recommended by the manufacturer. The Contractor shall take-into account forecasted wind and precipitation storms so as to reduce the likelihood that the herbicide will fall onto non-intended locations. Haul away all collected trash, debris, tree trimmings, clippings, and all undesirable materials from grounds after every site visit to an appropriate and approved waste facility or landfills. Trim all bushes and trees to prevent overhanging, brushing against buildings or fences, and obstruction of walkways and parking spaces a minimum of twice per month or as needed. Water all bushes and trees, except in the event of significant rain, a minimum of once per week during the months of March to September and as scheduled with the Facility Engineer or Maintenance Mechanic Supervisor. Fertilize bushes and trees with an approved fertilizer and at the recommended frequency for the specific plant. Remove cob webs and debris from building structures (outside stairwells) and signs. Seasonal: The contractor shall provide the following seasonal services. These services shall be coordinated and scheduled with the Facility Maintenance Supervisor/COR. Herbicide or Fertilizer: The Contractor shall provide MSDS information to the Facility Engineer or Maintenance Mechanic Supervisor for any fertilizer or herbicide to be used prior to application. Fertilizer and tree Jobe's spikes shall be applied only under the supervision of the Maintenance Department and shall be scheduled accordingly. Vegetation Debris Removal: The contractor shall remove all fallen leaves, needles and vegetation debris during the fall season a minimum of once a month or as needed. A schedule shall be coordinated with the Facility Maintenance Supervisor to ensure that the grounds are clear of leaves and provide a safe environment. Pruning: The Contractor shall prune and trim all trees and bushes once per year to facilitate new growth. Upon direction of the Facility Manager or Maintenance Mechanic Supervisor, trees near fence lines shall be trimmed to prevent extending over the property. All dead limbs shall be removed and properly disposed of. Snow Removal: During winter months, the Contractor shall provide snow and ice removal at all sites on an as needed basis. The Contractor shall coordinate with the Maintenance Department. The Contractor shall perform and substantially complete these services on all sidewalks and parking lots before 8:00 a.m. during business days to provide safe access for all employees, patients, and visitors. The Contractor shall clear all snow and remove ice from all sidewalks by hand or with approved devices. The contractor shall clear all snow from parking lots with snow plow and/or ice removing equipment. The contractor shall provide ice melt and spread on all sidewalks and parking lots after snow and ice removal. Application of ice melt shall be performed according to manufacturer instructions. HOURS OF OPERATION & PLACE OF DELIVERY: All deliverables shall be delivered to the client no later than the date specified in the SOW unless otherwise agreed upon. Hours of installation will be M-F from 8:00 AM to 4:00 PM, excluding Federal Holidays. The Vendor shall provide services to the following locations: Santa Fe Indian Health Center, Attn: Travis Snyder or David Steen, 1700 Cerrillos Road, Santa Fe, NM 87505 San Felipe Health Clinic, Attn: Travis Snyder or David Steen, 4 Cedar Street, San Felipe Pueblo, NM 87001 CONTRACTING OFFICER'S REPRESENTATIVE (COR)/ALTERNATE CONTRACTING OFFICER'S REPRESENTATIVE (ACO): The Contractor shall coordinate delivery of services with the COR/ACOR as follows: Travis Snyder, contact@example.gov, +1 (555) 000-0000. David Steen, contact@example.gov, +1 (555) 000-0000 STATEMENT OF OBJECTIVES: Locate eligible and qualified Small Business Indian Firms to support IHS procurement needs under NAICS code: 561730 - Landscaping Services. Utilize the information received with future acquisition planning efforts and potential Buy Indian set aside. HOW TO RESPOND: The sources sought notice is under the authority of the Buy Indian Act. The Indian Health Service (IHS) is attempting to locate qualified and eligible Small Business Indian Firms, - Native American Indian Owned and Operated businesses, that can provide services/supplies to the Indian Health Service. This is a request for information only, this is not a solicitation. Responses to this notice are not considered offers and cannot be accepted by the Government to form a binding contract. Any information submitted by respondents to this notice is strictly voluntary with no obligation or incurred cost by the government. Provide with response - E-mail response. Shall be in a printer friendly format, Word or PDF, 8x11 page size, 5-page limit. Certification as a Small Business Indian Firm. The government is ONLY interested in Small Business Indian Firms. (See attached Representative Form). The government requests that interested parties respond to this notice if applicable and identify your business status to the identified NAICS code. Prospective vendors shall be properly registered in SAM.gov; this includes proper registration as a Small Business Indian Firm and if eligible, registered as applicable small business certifications (e.g. HUBZone, 8(a), Service Disabled Veteran Owned, Veteran Owned, Women-Owned, Small Disadvantaged), in order for IHS to issue an award and claim procurement actions with eligible Small Business Indian Firms. Provide detailed capabilities statement, website, and e-catalog as it pertains to 561730 - Landscaping Services. Provide Unique Entity Identifier (UEI) created in SAM.gov registration. Identify Business Size: Small Business Indian Firm, Small Businesses or a Large Indian-Owned Firm. GSA/FSS CONTRACT HOLDERS - PROVIDE GSA/FSS/VA OR OTHER GWAC CONTRACT NUMBER, ONLY IF APPLICABLE.