1305M226Q0088_-_SOW.pdf

Statement of Work (SOW) Full-Service Landscaping

Facility Location:

Hollings Marine Laboratory (HML) 331 Fort Johnson Road Charleston, South Carolina 29412

And the leased area located at:

219 Fort Johnson Rd.

Charleston, SC 29412

Client Information:

The client is the Hollings Marine Laboratory (HML), represented by Richard Sparkman, Supervisory Facilities Manager.

Purpose:

The National Centers for Coastal Ocean Science (NCCOS) Charleston Laboratory requires routine groundskeeping services to maintain the exterior grounds of the facility in a clean, orderly, and professional condition. Services are to be rendered in accordance with the specifications outlined herein and shall occur in coordination with landscaping services at the adjacent Hollings Marine Laboratory.

1. Scope of Work The Contractor shall provide all labor, supervision, tools, equipment, and materials necessary to perform recurring grounds maintenance services within the defined service area (see Attachment 1 – Groundskeeping Area Map). The services shall be performed bi-weekly and include, but are not limited to:

● Mowing of all designated grass areas.

● Trimming and edging around sidewalks, trees, and flower beds using a string trimmer.

● Blowing and removal of organic debris from sidewalks, the front office patio, the handicap-accessible walkway, and other hardscaped areas.

● Weed control in flower beds (front and side) by mechanical removal.

● Application of herbicide in designated gravel areas to manage weed growth, taking into account proximity to buildings and structural features (e.g., glass windows).

A. Specific Tasks

The Contractor shall perform the following tasks:

● Mowing: Maintain all turf grass areas identified in the service area graphic.

● Edging/Trimming: Trim grass and weeds along all curbs, sidewalks, fence lines, building perimeters, and flower beds.

● Debris Removal: Remove and dispose of grass clippings, small branches, and other vegetative debris from paved and landscaped areas.

● Weed Control (Graveled Areas): Apply herbicide in two designated gravel areas around the laboratory to control unwanted vegetation growth.

All groundskeeping activities shall be performed in a manner that avoids damage to landscaping features, utility infrastructure, and adjacent structures.

B. Schedule

Groundskeeping services shall be conducted on a bi-weekly basis, weather permitting, with reasonable adjustments for federal holidays or unforeseen closures. The contractor shall notify the Technical Point of Contact (TPOC) in advance of any schedule deviations.

2. Period of Performance The contract shall include a one-year base period with four (4) one-year option periods, exercised at the discretion of the Government.

CLIN Period Dates

0001 Base Year 09/23/2026 – 09/22/2027

1001 Option Year 1 09/23/2027 – 09/22/2028

2001 Option Year 2 09/23/2028 – 09/22/2029

3001 Option Year 3 09/23/2029 – 09/22/2030

4001 Option Year 4 09/23/2030 – 09/22/2031

3. Government Furnished Information/Materials

● Attachment 1: Groundskeeping Area Map (highlighted perimeter).

● On-site access to water supply for use with contractor-owned equipment (as needed).

4. Deliverables Schedule The Contractor shall provide the following deliverables in support of the groundskeeping services contract for the NCCOS Charleston Laboratory:

Deliverable Description Frequency / Due Date Submission Method

Bi-Weekly Groundskeeping Services

Completion of all mowing, trimming, debris removal, and herbicide application

Every two weeks, per the approved service schedule

On-site completion; notify TPOC tasks as specified in Section 3.

Service Completion Confirmation

Email confirmation of work performed, including date/time, areas serviced, and any issues encountered

Within 24 hours of each service visit

Email to TPOC

Herbicide Application Log Record of herbicides used (product name, quantity, location, and date of application), compliant with EPA and NOAA standards

Monthly, or upon request

Electronic copy via email

Incident and Property Damage Reports (if any)

Report detailing any incidents, accidents, or damage to government property

Within 24 hours of the occurrence

Email to TPOC

Contractor Point of Contact (POC) Info Sheet

Designation of primary POC and supervisor, including names, phone numbers, and email addresses

Upon contract award, and updated as needed

Email to Contracting Officer &

TPOC

Certificate of Insurance Proof of required insurance coverage as outlined in

Section 8.4

Upon contract award and renewal

Electronic copy via email

Pesticide Applicator License Copy of valid South Carolina pesticide applicator license

Upon contract award and renewal

Electronic copy via email

5. Contractor Qualifications The Contractor shall possess the following minimum qualifications to be considered for award and to ensure safe, effective, and professional performance of groundskeeping services:

5.1 Experience Requirements

● A minimum of three (3) years of verifiable experience performing groundskeeping or commercial landscaping services of similar scope and complexity, preferably for federal, state, or municipal government facilities.

● Demonstrated experience with herbicide application in environmentally sensitive areas, including experience working near research facilities or coastal environments.

5.2 Personnel Requirements

● All personnel performing work on-site shall be U.S. citizens or legally authorized to work in the

United States.

● Personnel shall be trained and experienced in operating commercial-grade landscaping equipment, applying herbicides, and following safety procedures.

● The Contractor shall provide a dedicated project manager or site supervisor to serve as the primary point of contact for the project. This individual must be capable of on-site supervision, coordination, and quality control.

5.3 Licensing and Certifications

● The Contractor must possess a valid South Carolina Pesticide Applicator License or equivalent, in accordance with state and federal regulations, for all herbicide applications.

● All equipment used on-site must comply with applicable OSHA, EPA, and state safety and environmental regulations.

5.4 Insurance and Bonding

● The Contractor shall maintain appropriate insurance coverage, including:

a. General Liability Insurance with a minimum coverage of $1,000,000 per occurrence.

b. Workers’ Compensation Insurance in accordance with South Carolina law.

c. Automobile Liability Insurance for all company vehicles used on-site.

● Proof of insurance shall be provided to the Government upon contract award and at each subsequent renewal.

5.5 Safety and Environmental Compliance

● The Contractor shall have an established safety program and shall comply with all federal, state, and NOAA-specific environmental and safety protocols.

● Contractors shall use only EPA-approved herbicides, and application shall be conducted in a manner that avoids harm to adjacent marine habitats and laboratory operations.

● Use of appropriate personal protective equipment (PPE) while performing work.

● Coordination with HML Facilities staff before performing potentially hazardous work.

● Immediate reporting of any incidents or unsafe conditions to the TPOC and the facility safety representative.

6. Performance Standards The Government will evaluate the Contractor’s performance throughout the performance using the following criteria. These standards ensure services are completed safely, effectively, and in accordance with contractual requirements:

6.1 Service Timeliness

● Groundskeeping services must be completed on a bi-weekly basis, as agreed upon in the schedule.

● Contractor shall notify the Government in advance of any anticipated delays or schedule changes due to weather or other unforeseen events.

● Failure to perform services on time without prior coordination may result in a negative performance evaluation.

6.2 Quality of Work

● All designated grounds shall be well-maintained, free from overgrowth, unmanaged weeds, and debris.

● Herbicide application shall be targeted, effective, and confined to designated gravel areas, with no damage to adjacent structures or plantings.

● Workmanship shall reflect professional landscaping standards and avoid damage to government property or natural resources.

6.3 Documentation and Communication

● Any issues encountered during service shall be documented and promptly reported to the Technical Point of Contact (TPOC).

● Service records shall be maintained by the Contractor and made available upon request, including herbicide usage logs (if applicable).

6.4 Personnel Conduct and Competence

● Contractor personnel shall maintain a professional demeanor and appearance while on government property.

● Personnel shall demonstrate knowledge of equipment operation, herbicide safety, and groundskeeping best practices.

● The Contractor shall ensure that all personnel comply with on-site safety requirements and NOAA policies and procedures.

6.5 Compliance and Safety

● All services shall be performed in accordance with the terms of the contract, applicable safety regulations, and environmental requirements.

● Any noncompliance with OSHA, EPA, or local codes shall be grounds for corrective action or termination of the contract.

7. IT Security Requirements The Certification and Accreditation (C&A) requirements of 48 CFR 1352.239-72 do not apply. A Security Accreditation Package is not required.

8. Quality Assurance Surveillance Plan (QASP) The purpose of this Quality Assurance Surveillance Plan (QASP) is to define the methodology by which the Government will monitor and evaluate the performance of the Contractor in accordance with the Statement of Work (SOW) for groundskeeping services. The QASP is intended to ensure that the Contractor delivers quality services on time, in compliance with contract requirements, and in a manner that supports the operational needs of the NCCOS Charleston Laboratory.

8.1 Government Responsibilities

Ronald Skelly will be the Government's Technical Point of Contact (TPOC) to oversee performance and ensure compliance with contract terms. The TPOC will:

● Monitor service completion and compliance.

● Conduct scheduled and unscheduled inspections.

● Maintain documentation of all evaluations and communications.

● Coordinate with the Contracting Officer regarding any performance issues.

8.2 Performance Objectives and Standards

Performance Objective

Performance Standard

Method of Surveillance Acceptable Quality

Level (AQL) Remedial

Action

Timeliness of Service

Services are performed bi-weekly per the approved schedule

Direct Observation; Review of Service Reports

No more than one unexcused delay per quarter

Verbal warning;

escalate to CO if recurring

Quality of Grounds Maintenance

Grounds are neat, trimmed, weed-free, and debris is removed as specified

Random Inspections; Customer Complaints

95% of service visits meet quality standards

Require corrective action; possible deduction

Herbicide Application

Documentation

An accurate log of herbicide application is submitted monthly or upon request

Documentation Review 100% of herbicide applications logged and compliant

Written notice;

escalate to CO if not corrected

Communication and Service Reporting

Timely confirmation of service completion and issue reporting

Email Review: Communication Logs

95% on-time submissions

Email reminder;

escalate after two instances

Professionalism and Conduct

Staff are courteous, uniformed, and work safely

Direct Observation 100% compliance required

Immediate removal of personnel if unprofessional

Safety and Environmental

Compliance

Adherence to OSHA, EPA, and NOAA policies during work performance

Inspections; Documentation Review

No serious safety or environmental violations

Stop work, report to CO, possible termination

9. Inspection and Acceptance Criteria All services and deliverables provided under this contract will be subject to Government inspection and acceptance. Acceptance will be based on compliance with the requirements stated in the SOW and in accordance with the following criteria:

● Timeliness: Services are completed on the scheduled dates. Missed or late services must be reported, along with justification, and coordinated with the TPOC.

● Completeness: All scheduled tasks are completed as outlined in the Statement of Work (SOW).

Partial performance or skipped areas will be considered nonconforming.

● Quality: Services are performed to a professional standard. Areas must be left clean, properly trimmed, free of debris, and with no visible signs of damage or neglect.

● Documentation: All required documentation (e.g., service confirmations, herbicide logs, incident reports) must be submitted in the prescribed format and within stated timeframes.

● Safety and Compliance: Services are delivered in compliance with OSHA, EPA, and NOAA requirements. Any observed violations may result in work stoppage and further investigation.

Suppose services do not meet these inspection and acceptance criteria. In that case, the Government reserves the right to reject the work, require re-performance at no additional cost, or take appropriate contractual remedies.

10. Surveillance Methods The Government will use the following methods to evaluate contractor performance:

● Direct Observation: Periodic walk-throughs and visual inspections of serviced areas.

● Review of Contractor Reports: Examination of service confirmations and herbicide logs.

● Random Inspections: Unannounced checks to validate compliance and workmanship.

● Customer Feedback: Consideration of complaints and input from NOAA personnel.

11. Performance Evaluation and Reporting Findings will be documented using a performance checklist or surveillance log. The TPOC will maintain records and provide regular feedback to the Contractor. Any deficiencies will be addressed with a request for corrective action. Continued noncompliance will be reported to the Contracting Officer.

12. Documentation and Recordkeeping All surveillance results, complaints, communications, and corrective actions will be documented and maintained in the official contract file. Records will be available for review by the Contracting Officer and auditing authorities.

13. Government Contact Information

Scheduling and Technical Point of Contact (POC):

Ron Skelly Facilities Operations Specialist Phone: 330-987-1561 Google Voice - (843) 879-8679 Email: Ronald Skelly - NOAA Federal

Supervisor:

Richard Sparkman

COR II

Supervisory Facilities Operations Specialist Phone: 808-295-3822 Email: Richard Sparkman - NOAA Federal mailto:Ronald.Skelly@noaa.gov mailto:Richard.Sparkman@noaa.gov

Attachment 1 – Groundskeeping Area Map: Areas within the outline yellow borders