A04_-_Statment_of_Work.pdf

STATEMENT OF WORK

Ridgefield National Wildlife Refuge

Headquarters Site Landscaping and Irrigation System Maintenance

1. Background: This is a contract to provide landscaping and irrigation system services at the Ridgefield National Wildlife Refuge (RNWR) Headquarters site. The site is utilized by the public daily and by refuge staff and volunteers most days. The site includes two buildings (headquarters office and community nature center) and is a recreational trailhead location. This work is needed to ensure that vegetation around the site is maintained such that the area persists as a welcoming and accessible location for all visitors and that refuge infrastructure is protected and maintained.

Additionally, the existing irrigation system must be maintained through regular inspections, minor repairs as needed, and through annual winterization/startup.

2. Location Information: The work to be performed under this contract will be at the RNWR Headquarters site, located at 28908 NW Main Avenue Ridgefield, WA 98642.

3. Period of Performance: These services are being sought for one year, 10/01/2026 - 09/30/2027, with four option years following to be exercised at the Government’s discretion. Normal hours during which work may be completed are Monday through Sunday, 8am to 6pm. In the event of emergencies, Contractor shall provide contact information. Contractor is not required to perform services on Federal holidays (New Year’s Day, Labor Day, Martin Luther King Jr.’s Birthday, Columbus Day, President’s Day, Veteran’s Day, Memorial Day, Thanksgiving Day, Juneteenth, Christmas Day, Independence Day).

4. Scope: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and any other items necessary to complete all services described herein. The contractor shall also complete all coordination and scheduling to assure completion of all services herein. Contractor and employees shall be bonded and a copy of the certificate filed with RNWR Office, listing all employees; only bonded employees are to work on Fish and Wildlife Service premises. The bonding shall cover all personnel performing onsite services, including subcontractor personnel.

The Contractor shall resolve any incidental damage sustained to Government property, including infrastructure and facilities, caused by completion of services described herein, at no cost to the Government. If any damage occurs, the Contractor shall notify the Government immediately and receive approval on any resolution work prior to proceeding.

The work shall be performed in accordance with the Deliverables and Schedule described below.

The contractor shall determine how much labor is needed to perform tasks, what methods will be used to complete the job and which supplies, material, and equipment are needed. Herbicide, pesticide or other controlled chemicals are not to be used onsite. The annual firm-fixed price shall include routine landscaping, irrigation maintenance (including winterization and spring startup), minor repairs, and up to five additional service visits per contract year as described below.

Deviations to the annual schedule shall be submitted to the Refuge Point of Contact at least one week in advance to avoid conflicts with scheduled refuge events.

5. Deliverables and Schedule:

- General Landscaping Scope:

o Maintain firebreaks around Headquarters Office and Community Nature Center buildings (2). Keep grass within 30ft of buildings (includes attached elevated walkway) shall be neatly cut (~ 4” or less) at all times. In the area North of the community nature center, mow to 45ft from the sidewalk.

o Northern parking lot mowing, 10ft from lot until the rock barrier.

o Mowing to 20ft south of staff parking lot.

o Trimming/edging/pruning around all pathways, parking lots, railings, signage, islands, swales, interior landscape beds, and all hardened surfaces, 1-2 feet. Exceptions include the metal walled native plant beds (2) near the headquarters building entrance (only 1- 2 feet edging needed where bed contacts the headquarters building).

o Keep grass and weeds cleared from all raised concrete garden beds within the site.

o Keep all drain locations weed free via mechanical means. No herbicide is to be used.

o Keep entrance gate and signage area mowed with a 10ft buffer.

o Removal of any vegetation growing within hardened surface areas.

o After each visit, removal of yard waste, debris, leaf litter, and fallen limbs from all maintained areas

- General Landscaping Schedule: Every other week from March thru August and Monthly from September thru to February. Approximately 20 service visits per year.

- Irrigation System Inspection, Maintenance, and Repairs Scope:

o Routine maintenance (March thru August, once per month):

Inspect irrigation zones for leaks, malfunctioning heads, coverage issues, or pressure problems.

Adjust or replace sprinkler heads, emitters, lines, filters, and valves as needed.

Identify and report any significant failures requiring larger repair work.

Test controllers, timers, sensors (rain sensors, moisture sensors), and verify programmed schedules.

o Repairs:

Perform minor repairs immediately (e.g., broken heads, clogged lines).

Provide cost estimates for major repairs. Major repairs are not included in the annual firm-fixed price and require separate written authorization from the Contracting Officer before work begins.

o Winterization (October, approximately one time needed):

Shut down system water supply.

Drain backflow preventers and exposed lines.

Blow out irrigation lines using compressed air following USFWS/industry safety protocols.

Inspect insulation and freeze protection.

o Spring Start Up (March 20 – April 15, approximately one time needed):

Reactivate water supply, test system pressure.

Inspect all lines, valves, and emitters for winter damage.

Rebalance and reprogram controllers for the upcoming season.

- Option Years:

o Four additional option years to be funded at the discretion of the Government based on contractor performance and funding availability.

- Additional Visits:

o Up to five additional service visits per contract period shall be included in the annual firm-fixed price. These visits will be requested by the Government with prior notice.

These visits may encompass routine landscaping, irrigation maintenance, and minor repairs described above. Visits beyond the five included additional visits are not included in the annual firm-fixed price and require separate written authorization from the Contracting Officer.

- Required Documentation:

o A detailed annual schedule identifying the dates and times of contracted work shall be submitted to the Refuge Point of Contact within one week after award for the base year and within one week after the period of performance start date for each option year.

o End of contract year report on irrigation system that includes dates of inspections/maintenance/repairs, lists any repairs completed, pending repairs needed, and overall status.

6. Site Security: The Government will provide any keys, gate codes, and remotes required for completion of contracted work. The Contractor shall not duplicate any keys, share any access codes or lend out remotes. The Contractor shall establish and implement methods of ensuring that these keys, codes, and remotes are not lost or misplaced and are not used by unauthorized persons. They will be returned upon completion of this contract.

7. Safety: The Contractor shall put in place safety measures to reduce the risk of injuries during the performance of work. Should any accident or injuries arise either to a person or property, contractor shall notify Refuge point of contact immediately and cooperate fully in any investigation as necessary.

8. Government-Furnished Equipment (GFE) / Government-Furnished Information (GFI): The Government will provide any necessary site access codes, keys, or remotes for the duration of the contract.

9. Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which they assure themselves that their work complies with the requirement of the contract. The quality control plan shall be submitted to the Refuge Point of Contact within one week after award.

10. Post Award Orientation/Periodic Check-in Meetings: The Contractor agrees to attend any post award orientation meetings and Periodic check-in meetings as requested by the Government to review the Contractor’s performance. At these meetings the Government personnel will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

11. Identification of Contractor Employees: All contract personnel performing services, attending meetings, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression to the public that they are Government personnel.