SOW - Ballfields.pdf

STATEMENT OF WORK (SOW)

FOR

Baseball & Softball Field Maintenance

LAST UPDATED: 09/05/2026 PAGE 1/5

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard Academy is committed to strengthening the nation’s future by educating, training and developing leaders of character who are ethically, intellectually, professionally and physically prepared to serve their country and humanity, and who are strong in their resolve to build on the long military and maritime heritage and proud accomplishments of the United States Coast Guard.

1.2 SCOPE

The contractor shall furnish all labor, material, equipment, transportation and supervision to perform Ballfield Maintenance to maintain NCAA specifications on the Nitchmen Field Complex to include Baseball, Softball and T&F/practice soccer fields at the Coast Guard Academy, New London, CT as detailed below.

1.3 OBJECTIVE

Maintain the Nitchmen Field Complex, Baseball and Softball fields to NCAA specifications

2.0 SPECIFIC REQUIREMENTS/TASKS

Contractor shall provide Late Winter/ Early Spring and early Summer maintenance two of the three Nitchmen Athletic fields. Baseball, Softball. To include: regrading and adding infield & warning track material, removing lips, edging, rolling, inspecting, replacing plates, repairing bullpens and pitching mounds, deep-tine aerating and topdressing.

NOTE: Current clay mixes are as follows, must stay the current mixes.

*Infield skin mix – Beam clay baseball diamond mix – Original Premium

*Baseball Pitcher’s mound/bullpens - Beam clay pitcher’s mound extra firm – red *Warning track material – 3/16 Red warning track

2.1 TASK ONE. Skinned Area Maintenance

Between 1-15 March, the following shall be completed on Baseball and Softball fields.

2.1.1 Aggressively spike drag or scarify the skinned infield to reincorporate any infield mix that may have segregated over the winter months.

2.1.2 Remove any lips in skinned/grass transition areas. Wash out, cut out, undercut and roll. (Lips create ramps for batted balls and uneven footing, resulting in unsafe conditions also act as dams to block positive drainage and creating puddles.)

2.1.3 Identify low and high areas. Regrade or add additional infield/warning track mix to fill holes or low places, paying particular attention to sliding pits, lead off areas and player positions. If adding additional mix, it is important to scarify the base material prior to adding new material. Thoroughly mix or blend the two materials together. Level infield to establish positive drainage. Estimated annual need is 10 tons of infield mix per field.

2.1.4 Mat drag to smooth infield. Firm the infield by continued dragging or rolling if necessary.

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2.2 TASK TWO. Baseball & Softball Turf Maintenance

Between 1-15 March, the following shall be completed on Baseball and Softball fields.

2.2.1 Roll Baseball infield, after lightly watering roll infield to provide smooth level playing area. Use a lightweight roller to minimize potential compaction.

2.2.2 Repair any divits or low areas with (1/3 (¼” screened) compost - 2/3 sand).

2.2.3 Edge along all transitions between skinned area and turf, to include warning track.

2.2.3.1 Use a string line to create a straight guide for edging, especially along baselines and other linear areas. Measure and mark the desired edge line using a string line, ensuring accurate dimensions for the infield. Remove any loose material like rocks, twigs, or grass clippings from the area to be edged.

2.2.3.2 For straight edges, a mechanical edger can be used to cut through the grass and soil. A hand-held edger or a spade can be used for more intricate areas or to refine the edges after using a mechanical edger.

2.3 TASK THREE. Pitching, Homeplate, Bases Maintenance

Between 1-15 March, the following shall be completed on Baseball and Softball fields.

2.3.1 In the base year replace (2) Homeplate’s (1-Baseball, 1-Softball) and (9) pitching rubbers (5 – Baseball, 1 - field & 4 - bullpens, 4 – Softball, 1-field, 3- bullpens).

2.3.2 Check pitching distance from apex (rear, white point) of plate to front edge of rubber.

Check condition of bases and confirm the proper baseline distance. Baseline distance is measured from the apex of the plate to the back, outside edge of the bag at 1st and 3rd and to the middle of the bag at 2nd. Adjust mounds or base anchors as needed.

2.3.3 Make necessary repairs to Baseball bullpen pitching and catchers area. Ensure the pitching mounds are IAW with NCAA Specifications.

2.4 TASK FOUR. Aerate & Topdress

In the month of June the following shall be completed on Baseball, Softball, T&F/practice soccer fields.

2.3.1 Deep tine hollow aerate, minimum of 8”, allow cores to dry and then drag back over the surface.

2.3.2 Top-dress fields (1/3 (¼” screened) compost - 2/3 sand). Fill any low areas.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this SOW.

3.2 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting

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Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English.

Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

3.2.1 The Project Manager must be available to the COR via telephone between the hours of 0730 and 1600 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 02 hours of notification.

3.3 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.4 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract.

The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period January 1, 2027 through 31 December 2027 Option Period One January 1, 2028 through 31 December 2028 Option Period Two January 1, 2029 through 31 December 2029 Option Period Three January 1, 2030 through 31 December 2030 Option Period Four January 1, 2031 through 31 December 2031

4.2 PLACE OF PERFORMANCE

The place of performance will be the United States Coast Guard Academy at 15 Mohegan Ave, New London, CT 06320

4.3 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0730 and 1600 EST, Monday through Friday (except Federal holidays).

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4.4 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at Coast Guard Academy or via teleconference.

4.5 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the COR not later than 15 business days after the Post Award Conference.

4.6 PROGRESS MEETINGS

The Project Manager must be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings must take place at Coast Guard Academy.

4.7 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The government will furnish electricity (120vac @ 20 amps), and water from existing building services will be provided at no cost to the contractor. Additional hookups or temporary connections shall be the responsibility of the contractor and shall be removed by the contractor upon completion of work.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and

SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The COR will have 05 business days to review deliverables and make comments. The Contractor must have 10 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the

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final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM

SOW

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 4.4 Post Award Conference 15 January

N/A

2 4.5 Final Contractor Project Plan

1 February COR, Contracting Officer

3 4.9 Progress Reports As requested COR, Contracting Officer

POCS:

Contracting Officer: SK1 Kayla Rex – Kayla.L.Rex@uscg.mil COR: Jason Askew – Jason.M.Askew@uscg.mil Technical Rep (site visit contact): Peter Heavenor – Peter.J.Heavenor@uscg.mil; (571) 607-3228