April 25, 2017
Statement of Work
Lawn Care Services
Table of Contents
I. General Information
II. Scope of Work
III. Expectations
IV. Pre-Bid Meeting Walk-Thru
I. General Information
The purpose of this Invitation to Bid is to procure lawn care service for the Pennsylvania Department of Transportation (PennDOT), Bureau of Management Operations Annex Facility, 907 Elmerton Avenue, Harrisburg, PA 17110. The Department’s property line will serve as the limit of work area for all the items described.
The term of this project will be a one-year term with the option of 4 one-year renewals.
II. Scope of Work
A. Grounds Maintenance Cycle
1. The area is approximately10,410 Square Feet.
2. Consists of mowing all the grass, weeding all the ornamental trees and shrub beds, and removal of any fallen leaves, within the Department’s property lines.
3. Grass clipping must be removed from the sidewalk and drives each cycle.
4. Each grounds maintenance cycle (mowing and weeding) must be completed from start to finished on the same day that the cycle is started.
5. Grass clippings must be removed and properly disposed of when clippings are not mulched on initial mowing.
a. Grass clippings must not be discharged or left on sidewalks, curbs or streets.
b. Grass catchers must be used in areas that are of high visibility to ensure maximum neatness.
B. Mulching
1. Approximately 176 Square Feet and 55 Square Feet
2. One yard of mulch at 2” deep to cover 200 square feet (approximately 1 extra yard to cover refreshing through season).
C. Shrubbery Maintenance Cycle
1. Shrubbery maintenance must be performed two times per year.
2. Maintenance of the shrubs must include the inspection of each and removal of dead or diseased shrub, broken limbs and pruning as necessary.
3. All shrubs must be maintained in accordance with the requirements of the species.
4. The shrubbery surrounding the buildings must be pruned two times a year. Prostrate growing shrubs shall be contained behind sidewalks and retaining wall faces by pruning.
5. All clippings and debris must be removed from the site the same day and disposed of properly.
6. Shrubs must be pruned in accordance with the following guidelines to selectively remove unwanted growth and encourage plants to grow or respond in a desired manner.
7. All pruning must be accomplished by personnel who are trained, experienced and otherwise qualified in proper pruning techniques.
a. Verification of such training must be acceptable to PENNDOT prior to initiation of any pruning.
b. Prior to starting work, the Contractor must propose a pruning plan for each cycle for the approval of PENNDOT.
c. All pruning must be accomplished as follows
(1) Hedges must be sheared or pruned, as appropriate, to maintain their established shape and appearance.
(2) Remove dead, damaged or diseased wood; or structurally weak limbs that may cause a safety hazard or unsightly appearance.
(3) If the entire plant should die, remove the entire plant to 6 inches below ground level.
(4) If in a lawn area, the hole and any other surface damage caused by removal shall be filled with topsoil, fertilized, raked and seeded.
(5) If the hole is not in a lawn area, it must be filled with topsoil and the surface prepared to match the surrounding surface, or a delivery order will be issued and another shrub planted.
(6) Remove ground cover, or any other extraneous vegetative growth from under or on the plant.
(7) Prune or remove growth in front of windows, over entrance ways or walks, or where vision is obstructed.
D. Fall Cleanup
All leaves, branches and other debris must be removed that have accumulated through the course of the previous season and then taking all the debris away.
E. Spring Clean Up
Remove all leaves, branches and other debris that have accumulated through the course of the previous season and then taking all the debris away.
F. Miscellaneous
1. Consists of providing to the Department extra manpower necessary to maintain the essential function and characteristics of the landscaping that is not listed above.
2. The Department reserves the right to supply materials to be installed by the Contractor when it is deemed to be in the best interest of the Commonwealth. This item refers only to the materials needed more than those to be supplied by the contractor for general operations.
a. The purchase order created from this solicitation will have an additional line item for materials procured by the Contractor on PennDOT’s behalf. An allowance of $1,000 will be allotted for materials.
b. The contractor is required to submit supporting documentation for the cost of the aforementioned materials. The contractor must include this supporting documentation when invoicing for materials provided under this contract.
III. Expectations
The Department will expect a completed grounds maintenance cycle.
A. All grass areas must be mowed properly.
The lawn must be mowed as required by grass height and weather up to 24 times a season.
B. The grass bank surrounding the parking lot and south and west side of the building will be cut to a 3-inch level twice a year, once in May and again in September.
1. The bank will be cut from the parking lot to the tree line.
2. All grass, brush and small trees will be cut.
3. The area in the back of the building will have all grass, brush and small trees cut from building edge to tree line.
C. All shrubbery surrounding the building must be trimmed spring and fall to window level height giving them a good shape and appearance.
D. All flowerbeds must be weeded, mulched, and refreshed as needed throughout the growing season with treated mulch.
Mulch must be 2” in depth.
E. All shrub beds must be weed free.
All areas disturbed in the weeding operation to be returned to an acceptable condition.
F. All walks and drives must be free of debris and grass.
G. The frequency of mowing will be determined by the grass growth rate or as directed by PENNDOT maintenance schedule.
IV. Pre-Bid Meeting Walk-Thru
A. A site visitation will be held on May 3, 2017 at 10:00am located at 907 Elmerton Avenue, Harrisburg, PA 17110.
B. To be considered responsive to this bid, attendance is required.
C. Anyone arriving past the scheduled walk through start time will be deemed non-responsive to the bid.
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