S208--36C25526Q0167 | GROUNDS MAINTENANCE | STL | JB

Routine Ground Maintenance and Emergency Landscaping Services at Jefferson Barracks VAMC
1. GENERAL:
1.1 Description of Services: The contractor shall provide all personnel and equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary for routine ground maintenance in a manner that will maintain healthy grass and present a clean, neat, professional appearance. Emergency landscaping services will include immediate response to storms, wind, or other weather-related incidents that create safety hazards or impedes access on the property. Work shall cover the removal of fallen trees, limbs, branches, and other debris; clearing of obstructed walkways, roads, or access points; and temporary stabilization of areas affected by erosion or ground disturbance. The contractor shall provide all labor, equipment, tools, and disposal necessary to restore the affected areas to a safe and accessible condition as part of each emergency event.
Emergency services will require a separate quote for items such as (i.e. tree removal, stump grinding, additional debris removal)
1.2 Background: The Jefferson Barracks campus is a 126.65-acre facility located at 1 Jefferson Barracks Dr., Saint Louis MO, 63125. The facility has a requirement for a grounds contractor to cut, trim, and maintain all grass, and remove weeds, as scheduled per the Quality Control plan and performance standards. The contractor shall remove dead trees/shrubs/limbs/debris, clear freshly cut grass from all roads and sidewalks, fertilize the grass twice per year, pick up and dispose of fallen leaves.
1.3 Objective: The daily (work week) services are intended to improve and maintain the overall visual impression of the Jefferson Barracks VAMC. These professional services will maintain the grass and trees by cutting, trimming and fertilizing the grass the contractor will also be responsible for the cleaning of exterior concrete surfaces to remove dirt, debris, (cigarette butts, cups, trash), nests, and other foreign matters that detract from the visual appeal of the facilities entrances.
1.4.1 Scope: The contractor shall provide all labor and supervision required to maintain grass, remove weeds, seeding, and cutting of the lawn, edging and blowing the grass from the sidewalks/road, fertilization of the lawn twice per year, removal of fallen leaves, removal of dead trees/shrubs/limbs/debris from the grounds. Lawn cutting and edging will occur April-October weekly, on a schedule agreed by both parties. Mowing and related services from November through March shall be conducted only as needed, based on the dormant condition of the grass during this period. Compensation for skipping cutting and edging (due to weather, slow growth, etc.) will be applied to other ground projects to be determined by the facility assigning an alternate grounds project from an approved list or requesting a proposal for an additional task. Hedge/ tree trimming will occur based on standard horticultural growth patterns on a semiannual basis or to the specified height by the COR. Tasks that require special equipment, certifications, or separate funding (e.g., tree removal over a certain diameter, irrigation repair, chemical spraying requiring licensing) will be specifically excluded until separately negotiated. Unscheduled/Emergency Requirements: Emergency tasks (e.g., tree removal) may require additional task orders and will require a separate quote.
1.4.2 The contractor is responsible for ordering chemicals, fertilizer, mulch, grass seed and other landscaping supplies necessary for the daily landscaping needs of the facility. Contractor is also responsible for maintaining the SDS and all required records for the chemicals, their use and the licenses needed for application of those products.
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1.4.3 The contractor is responsible for the maintenance and operation of all their ground equipment and is to be provided by the contractor.
1.4.4 The contractor shall keep all roads, sidewalks, and parking lots clean of all debris.
1.4.5 The contractor may be subject to all weather conditions, heat, rain, cold, etc., and work in a dirty/dusty area.
General Information:
1.5.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this performance work statement. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective service. The quality control program is the means by which assurances of the work being completed complies with the requirement of the contract. The quality control program will be delivered to the COR within 21 calendar days of contract award. After acceptance of the program, the contractor shall receive the COR’s acceptance in writing of any proposed change to the quality control plan.
1.5.2 Quality Assurance: The Government will inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in the contract. The Contracting Officer’s Representative (COR) will be the individual primarily responsible for quality assurance. The COR may perform surveillance by direct observation, performance of biweekly inspections, or investigating customer complaints. Customer complaints will be documented (email or signed statement) and provided to the COR for investigation to align with the QASP.
1.5.3 Hours of Operation: The contractor is responsible for providing services, between the hours of 7:00 am and 3:30 pm Monday through Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies or Government directed facility closings. The contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this performance work statement when the facility is not closed for the above reasons. When hiring personnel, the contractor should keep in mind that stability and continuity of the workforce is essential.
HOLIDAYS: The following local Federal Holidays are observed and any other day specifically declared by the President of the United States to be a national holiday.
New Year's Day
Martin Luther King Day
Washington's Birthday
Memorial Day
Independence Day
Juneteenth
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
1.5.4 Location of work: The work to be performed under this contract will be performed at 1 Jefferson Barracks Dr., Saint Louis Mo, 63125
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1.5.5 Period of Performance: The term of this contract is a five (5) year, Indefinite Delivery, Indefinite Quantity (IDIQ) contract with five (5) 12-month ordering periods. (April 1st, 2026- March 31st, 2031)
1.5.6 Security Requirements: The contractor personnel performing work under this contract must have a non-PIV ID card prior to commencement of work under this contract. Renewal of non-PIV ID cards are to be performed annually.
1.5.7 Physical Security: The contractor shall be responsible for safeguarding all the contractor equipment and government property provided for contractor use. No equipment shall be left unattended with keys left in/on them, or equipment left running with no one in attendance.
1.5.8 Special Qualifications: The contractor shall possess, at a minimum, the following performance qualifications:
1.5.8.1 The contractor shall possess technical staff qualified by professional education and technical experience in performing the work required by this performance work statement.
1.5.8.2 The contractor shall ensure that the contractor and all employees working on site have taken an OSHA 10-Hour construction safety course.
1.5.8.3 The contractor shall maintain certification required to apply pesticides, herbicides, as necessary.
1.5.9 Required Licenses and Certifications:
1.5.9.1 OSHA 10-Hour Construction Safety Course for all employees.
1.5.9.2 Missouri Commercial Pesticide Applicator License (or equivalent).
1.5.9.3 Hazard Communication Program compliance per OSHA 29 CFR 1910.1200.
1.5.9.4 EPA guidelines compliance for pesticide/herbicide use.
1.5.9.5 PPE compliance with OSHA standards.
2. SPECIFIC TASKS
2.1 Lawn Maintenance Each Visit:
2.1.1 The contractor shall mow all grass areas to a height of 2–2.5 inches.
2.1.2 The contractor shall vertically edge all lawn and pavement intersections such as curbs, sidewalks and pavement with typical blade edger or line trimmer to vertically edge all lawn and rock/mulch bed intersections, around valve boxes, fire plugs, etc. that are present in the lawn areas. Horizontal edging with line trimmers will not be accepted. Contractor will be responsible for any damage caused by improper mowing /edging.
2.1.3 The contractor shall trim along or around as applicable all items within lawn area such as, but not limited to chain link fencing, gates, signposts, streetlights, buildings, trees, bollards, rock beds and mulch beds.
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2.1.4 Blowing of grass clippings from streets, curbs, and sidewalks will be allowed. The clippings are to be picked up and removed, not blown back onto the lawn area.
2.1.5 The contractor shall remove all trash and debris prior to mowing. Contractors shall remove trash and other debris from flower beds, rock and mulch beds, sidewalks, parking lots, etc. The site shall be left in a clean manner.
2.1.6 The contractor shall either hand pull or line trim weeds in concrete and asphaltic paving areas and cracks. The use of weed killer is allowed only if contractor possesses and maintains an applicators license and maintains all required/pertinent records. Weed killer will only be used in asphalt and concrete areas, not in the lawn or beds.
2.1.7 The contractor shall notify the COR of any dead or diseased trees. Removal of these trees to ground level will be discussed at time of discovery, root removal is required. The cost for each removal shall be negotiated before each removal.
2.1.8 Ruts in lawn areas created by the contractor (e.g. by lawn mowers, vehicles etc.) shall be repaired filled and sodded to “match” existing condition as required. Any other damage caused by the contractor shall be restored to “match” existing condition at the contractor’s expense.
3. Station Information
3.1.1 Contracting Officer’s Representative (COR) The COR shall be identified by a separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of any deficiencies, coordinate availability of Government Furnished Property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.
3.1.2 SMOKING POLICY: The contractor is advised that the Government has placed a No Smoking or the use of any Tobacco products on VA government property.
3.1.3 SAFETY REQUIREMENTS: The contractor shall comply with all local, state, and federal laws and safety regulations. Compliance with OSHA and other applicable laws and regulations for the protection of contractor’s employees is exclusively the contractor’s obligation, and the Government will assume no liability or responsibility for the contractor’s compliance or non-compliance with such responsibilities. Contractor shall provide Contractor employees with all necessary personal protective clothing and equipment. The Contracting Officer or his designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken. After receiving such notice, the contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor, his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any part of the work and hold the contractor in default as provided for elsewhere in this contract.
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3.1.4 STANDARDS OF CONDUCT: The Contracting Officer or Contracting Officer’s Representative shall refer to the Contractor for immediate action (including, but not limited to, removal from the work site) any contract technician whose personal or professional conduct jeopardizes or interferes with the regular and ordinary operation of the facility. Breaches of conduct include, but are not limited to, intoxication or debilitation resulting from drug use; theft; dereliction; negligence in performing tasks or other conduct resulting in complaints by staff or management.
3.1.5 ILLEGAL SUBSTANCES: Illegal substance possession, use, or distribution will not be tolerated on any Government installation. This includes prescribed medical marijuana. The contractor shall ensure that contractor employees who have access do not possess, use, or distribute illegal substances. All Contractors are required to adhere to all local, state, and federal laws concerning possession and/or use of illegal substances. Contractors found to be in possession of illegal substances will be barred from the installation and subject to arrest and prosecution by local authorities. The Contractors’ employees are prohibited from possessing weapons, firearms, or ammunition or on any Government property at the Saint Louis VAMC, in accordance with VA policy.
CONTRACT ADMINISTRATION DATA: All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized, and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
ACRONYMS AND DEFINITIONS:
CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.
CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.
CO: Contracting Officer. A person with the authority to enter, administer, and/or terminate contracts and make related determinations and findings.
POC: An individual, authorized by the contracting officer to perform specific technical or administrative functions related to the contract.
QA: Quality Assurance. Actions taken by the government to ensure contracted services meet PWS requirements.
QASP: Quality Assurance Surveillance Plan. A written document specifying the method used for surveillance of contractor performance.
PWS: Performance Work Statement. A written contracting document that describes the required outcomes, results, or objectives the contractor must achieve, rather than prescribing how the work must be performed.
Emergency Ground Maintenance: An emergency is any unexpected condition that poses an immediate risk to safety, property, or essential facility operations and requires prompt landscaping action to prevent harm or disruption. This may include, but is not limited to:
* Fallen trees or large limbs blocking facility entrances, roads, walkways, or emergency access routes
* Storm debris that creates a safety hazard
* Erosion, washouts, or drainage issues threatening structures or walkways
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