Grounds Maintenance Services Fort Sill Commissary

Form / Attachment / Pricing Sheet

This document provides specific landscaping measurements for Area 1719 at Fort Sill, OK, dated March 2025. It details the linear feet required for edging and trimming, as well as hedging.

• Area: 1719
• Edging & Trimming: 3,776.77 linear feet
• Hedging: 200 linear feet

This information is crucial for bidders to accurately estimate the scope of work and associated costs for landscaping services related to Area 1719. It directly informs the quantity of materials and labor needed for edging, trimming, and hedging.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) outlines the Government's systematic method for evaluating the Contractor's performance on the Fort Sill Commissary Grounds Maintenance contract. It details assessment methodologies, performance standards, and responsibilities to ensure the required level of service is met as defined in the Statement of Work (SOW).

• Routine Grounds Maintenance: Grass mowing to 3 inches, neat edging, and removal of clippings and debris from walkways and drains.

• Mulching & Shrub Pruning: Uniform mulch application and shrub pruning to maintain natural shape without obstructing walkways.

• Chemical Application (Fertilizer/Pesticide): Scheduled applications using Government-approved, non-toxic chemicals.

• Quick Response Service: Contractor must respond within 48-72 hours of notification and complete tasks within an 8-labor-hour limit.

• Storm Water / Environmental Compliance: No yard waste, clippings, or chemical runoff entering storm drains.

• Acceptable Quality Levels (AQLs):

  • Routine Grounds Maintenance: No more than two (2) valid defects per month.
  • Mulching & Shrub Pruning: Zero (0) defects; work must be completed exactly as scheduled.
  • Chemical Application: Zero (0) safety or environmental violations.
  • Quick Response Service: 100% compliance with response time and labor hour constraints.
  • Storm Water / Environmental Compliance: Zero (0) environmental violations.

Not explicitly detailed in this document, but pertains to the Fort Sill Commissary grounds.

• Roles & Responsibilities: Defines roles for Contracting Officer (KO), Site Manager (MGR), Store Director (Customer), and Contractor Site Manager.
• Surveillance Methods: Includes Periodic Inspections (minimum twice monthly), 100% Inspections for specific tasks, Customer Complaint investigation, and Documentation Review (chemical logs, MSDS).
• Remedies for Non-Performance: Includes Notice to Contractor, Re-performance within 24 hours, Contract Discrepancy Reports (CDR) or Corrective Action Requests (CAR), and potential contractual actions such as negative Past Performance evaluations, payment deductions, or termination for cause.

Statement of Work (SOW)

To provide comprehensive grounds maintenance services at the Fort Sill Commissary, ensuring a professional, clean, and safe landscape environment in compliance with environmental regulations and water conservation protocols.

• Routine Grounds Maintenance: Mowing to a uniform 3-inch height, edging, trimming, and debris removal.

• Annual Mulching: Preparation of beds and application of a uniform layer of approved mulch.

• Seasonal Shrub Pruning: Pruning of ornamental shrubs and bushes to maintain shape and health (mature trees excluded).

• Pesticide & Fertilizer Application: Application of government-approved, non-toxic, and environmentally safe chemicals as scheduled to prevent weeds, insects, and turf diseases. MSDS must be on-site.

• Quick Response Service: Targeted grounds maintenance for VIP visits or special events, including touch-up mowing, debris clearing, or spot edging, with a 48-72 hour response time and a maximum of 8 labor hours per event.

• Adherence to the designated service schedule.

• Visual quality of grounds (uniform grass height, clean edges, weed-free beds).

• Compliance with environmental and safety regulations.

• Responsiveness and execution of Quick Response Services.

Services to be performed at the Fort Sill Commissary.

• Strict adherence to Fort Sill's environmental protocols and base regulations.
• No grass clippings, leaves, mulch, or chemical runoff into storm drains; all yard waste to be collected and disposed of off-site or at a designated base facility.
• Adherence to seasonal water restrictions and reporting of irrigation system issues.
• Prioritization of non-toxic, environmentally safe chemicals.
• Submission and approval of intended chemical lists by the COR prior to application.
• All personnel must wear appropriate Personal Protective Equipment (PPE).
• Work areas must be secured to prevent hazards to patrons and staff.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for non-personal grounds maintenance services at the Fort Sill Commissary, located at 1719 Macomb Road, Fort Sill, OK 73503. The Defense Commissary Agency (DeCA) requires these services to maintain the grounds.

Core tasks include, but are not limited to:

• Routine Grounds Maintenance (mowing, edging, trimming)

• Annual Mulching

• Seasonal Shrub Pruning

• Pesticide & Fertilizer Application

• Quick Response Service for VIP visits and special events

• Compliance with all storm water and environmental regulations Performance standards are detailed in the attached Quality Assurance Surveillance Plan (QASP).

• Contract Type: Single Firm-Fixed-Price (FFP) requirements contract.

• Period of Performance: One 12-month base period (June 1, 2026 – May 31, 2027) and four (4) 12-month option periods.

• Place of Performance: Fort Sill Commissary, 1719 Macomb Road, Fort Sill, OK 73503.

• Submission Deadline: Offers are due no later than 3 PM EST on May 26, 2026.

• Submission Method: Electronically via email to the points of contact listed.

• Evaluation Factors: Quotes will be evaluated based on Technical Capability, Past Performance, and Price. The Government intends to award to the responsible offeror whose quote represents the lowest total evaluated price and is determined to be technically acceptable. No tradeoffs will be made.

• Evaluation Process: The Government will rank quotes by price, then evaluate the lowest-priced quote for technical and past performance. If unacceptable, the next lowest-priced quote will be evaluated.

• This acquisition is a 100% Total Small Business Set-Aside.

• A site visit is highly recommended. Interested parties should contact the Store Director at the Fort Sill Commissary to schedule a walk-through.

• Attachments include the Statement of Work (SOW) and Quality Assurance Surveillance Plan (QASP).

• Offerors must submit a Technical Capability Statement (max 5 pages), Past Performance information (2-5 contracts), and completed pricing for all CLINs.