A05_Attachnment_0001_PWS_0044013033.pdf

Fort Moultrie National Historic Park Sullivan’s Island, SC

US Coast Guard Life Saving Station Sullivan’s Island, SC

Charles Pinckney National Historic Site Mt. Pleasant, SC

PERFORMANCE WORK STATEMENT:

Mowing Service

Date: April

NATIONAL PARK SERVICE

SOUTHEAST REGION (IR2)

PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

MOWING & TRIMMING SERVICES

PARKS & ADMINISTRATION AREAS

1. LOCATIONS AND APPROXIMATE AREA

Ft Moultrie Visitor Center and Headquarters – o 1214 Middle Street, Sullivan’s Island SC 29482 o Acreage – Greenspace – Approximately 3 acres

US Coast Guard Life Saving Station o 1815 Ion Ave, Sullivan’s Island 29482 o Acreage – Greenspace – Approximately 2 acres

Charles Pinckney National Historic Site o 1254 Long Point Road, Mt Pleasant, SC 29464 o Acreage – Greenspace – Approximately 12.5 acres

2. DESCRIPTION OF SERVICES. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that mowing, trimming is performed in a manner that will maintain healthy grass, walkways, and parking areas and present a clean, neat, and professional appearance.

2.1 Historic Grounds - Properties covered in this contract are Historic grounds requiring special attention. It is extremely important to prevent the development of new and/or sizable root systems from developing. No additional growth is acceptable.

2.1.1 This includes all grounds covered in this contract regardless of frequency of other services.

2.1.2 Unwanted growth is to be treated or trimmed flush to the ground.

2.1.3 Growth is never to be pulled out by/with the roots.

2.2 Under no circumstances will operations be conducted near pedestrians, vehicles or equipment. Make arrangements with government staff to move vehicles and equipment when necessary.

2.3 Tasks

General Requirements

All service areas include day use areas where there is heavy visitation (see maps). The contractor shall mow the vegetation at a height specified below. Mowing height is at the discretion of the government. The height is a guideline for a neat, even, and professional appearance. Trimming will be required around trunks of trees, bushes, shrubs, buildings, fences, and inanimate objects. Trimming height shall match surrounding area grass heights and shall be completed the same day. Trimming shall be performed in a manner that does not damage the object being trimmed.

Edging will be done in a neat and professional manner to ensure no encroachment on or growth that overlaps horizontal concrete surfaces such as sidewalks, pavement, and curbing. Immediately following trimming, the contractor shall remove grass clippings, leaf litter, and debris from all grounds, driveways, parking areas, sidewalks, entrances into buildings, under shrubs, and flower beds. All service areas will be free of litter upon the completion of service. At no time will these services result in damage to the historic grounds or structures, including but not limited to tire gouging, rutting, thrown debris, line trimming damage, etc.

2.3.1 Lawn Mowing- (see maps) will be maintained to the following standard, regardless of frequency.

1. Minimum Height – 2 inches

2. Maximum Height – 3 inches

3. Clippings to be left in the lawn to compost but must be evenly distributed with no clumps.

2.3.2 Line Trimming & Edging–

1. Site-wide, all sites. Lawns, fields, hard surfaces, walkways, parking, drive areas, building perimeters, flower beds, hedge rows, etc.

2. Maintained on the same schedule as mowing.

3. Remove/Prevent weed growth throughout each site in its entirety.

4. Historic Structures –No line trimming or mechanical removal against historic structures or materials.

Approved herbicides may be used in these areas.

5. Walkways maintained with clear of encroachments of any kind, including clippings, leaves, grass, dirt/sand etc.

6. Fences – Line trim and treat along the entire length of fences and posts. No growth along or growing in fences. Maintain free of vines and debris.

7. No line trimming around pedestrians or vehicles.

2.3.3 Mounds - (see maps) cut during the first week of every month.

1. Height – 3 inches

2. No woody growth or vines at any time.

2.3.4 Site Cleanup

1. Site-wide, all sites. Lawns, fields, hard surfaces, walkways, parking, drive areas, building perimeters, flower beds, hedge rows, etc.

2. Maintained on the same schedule as mowing.

3. Remove all loose unwanted debris, from the site including flower beds, hedge rows, etc.

4. All debris, including dirt, clippings, leaves, etc. must be removed from all surfaces.

5. Remove and/or blade-mulch leaves and misc. debris entirely after each cut. These items may not remain in flower beds, under bushes or hedgerows, except at the forested edges at the Charles Pinckney site.

6. Leaves and debris are to be blade mulched or removed from the site.

7. Accumulation of leaves is not acceptable and not to be blown under the trees, hedges etc.

8. Debris includes but is not limited to leaves, palm fronds, fallen limbs, etc.

9. Branches and debris – As most of the property and perimeter contains several trees and/or treed fence line, branches, limbs, and other debris occasionally falls onto the mowed area. Contractor shall remove smaller branches (6-inch diameter and less) from the grounds to maintain consistent mowing width and height of the lanes. If larger branches or trees (greater than 6-inch diameter) have fallen across or along the perimeter lane, the contractor will alert the Contracting Officer Representative (COR), or designated park point of contact and mow the perimeter on either side of the obstacle to protect equipment and the safety of the operator. Contractor shall conduct a preliminary survey of the perimeter lane before mowing to identify any fallen branches or other obstacles that might impact mowing operations.

2.3.5 Herbicide –

1. Apply herbicide as needed to prevent growth in cracks of hard surfaces, along walkways and perimeters.

2. All areas - Random, unwanted vegetation, fast-growing vines, woody growth - Herbicide can be applied but must be coordinated with the COR or Project Inspector in advance.

3. Historic Structures – Perimeters – No line trimming allowed. Application of approved herbicide is permitted.

4. See annual/monthly reporting requirements in “Submittals”.

2.3.6 Mowed Pathways (Not applicable if bid options 1b and/or 2b awarded)

i. Perimeter

1. Maintain an area 25 feet in width from established perimeter.

2. Minimum Height – 2 inches

3. Maximum Height – 3 inches

ii. Center Pathway

1. Maintain 50 feet each side of pathway center, 100 feet total width.

2. Minimum Height – 2 inches

3. Maximum Height – 3 inches

2.4 ESTIMATED SCHEDULE OF SERVICES.

The following is a tentative schedule. The Contracting Officer’s Representative (COR) may revise the schedule as necessitated by weather conditions. The contractor shall meet with the COR on-site prior to each mowing season to coordinate scheduled services. The contractor will be paid only for work accomplished and performed in accordance with the PWS. Any task not completed to specification without a reasonable justification (inclement weather or conditions) and written approval from the COR, If work is not corrected within 3 business days, the COR will not recommend payment for the task that month.

2.4.1 Period of Performance. Twelve months with one option year. The services shall be performed from Feb 1 to October 31

2.4.2 Operation Hours.

i. Mowing can be conducted weekdays Monday through Friday 7am to 5pm, however Monday through Wednesday is preferred.

ii. Parking Areas and High Visitation Areas – Work in these areas must be conducted outside normal business hours to reduce liability due to the number of visitors and vehicles obstructing the work area. Coordinate with COR or Project Inspector.

2.4.3 Weekends, Holidays, and Closures

2.4.4 Work will not be permitted on Saturdays or Sundays, Federal Holidays, or during park closures unless this restriction is specifically waived, in writing, by the Contracting Officer or his authorized representative.

2.4.5 Conditions. If weather or other conditions, over which the contractor has no control, prevent the contractor from completing an item of work as required, the contractor shall notify the COR of such conditions as soon as they arise. The contractor may request a weather time extension.

2.4.6 Annual Coordination Meeting. The prime contractor or acceptable representative shall meet on-site with the COR and NPS project staff prior to contract start and onsite work each year at a mutually agreed time and date. The NPS will not accept meetings delegated solely to subcontractors, though they are welcome to attend at the request of the prime contractor. The meeting will allow enough time for the contractor to provide final copies of all submittals prior to on-site work beginning.

2.4.7 Resolution of Quality Control/Contract Performance – The prime contractor shall meet with the CO and/or COR as needed to resolve persistent quality control and/or contract performance related issues.

2.5 INVOICE AND PAYMENT

2.5.1 Draft invoices are to be submitted to the Contracting Officers Representative (COR) via email for review and approval of upload to the Invoice Processing Platform (IPP).

2.5.2 All invoices shall be submitted monthly via e‐mail as a stand-alone attachment in the form of a progress invoice clearly showing the total yearly contract cost, any previous payments, current invoice amount, and total funds remaining (un-paid) on the contract.

2.5.3 Invoices shall include:

i. A list of all areas cut, dates of each cut, dates of the billing cycle, and billed amount.

ii. Tentative monthly schedule of services for the upcoming month to be provided to the COR with the draft invoice email. Final coordination of services will be with park Field Point of Contact.

iii. Running herbicide log that lists information for all months.

2.5.4 Post-Award Submittals

All post-award submittals must be received, reviewed, and approved by NPS prior to any on-site work beginning.

• Allow 3 days for each review period.

• Submittals and plans must be site and project specific. Generic plans will be rejected.

• If the work of this contract is delayed due to insufficient/inadequate documentation this award will be terminated.

A. SDS Sheets – Required for all chemicals used, including, but not limited to the following”

• Herbicide –

• Fertilizer

• Oil

• Gasoline

• Other

B. Herbicide Log– Submit, blank excel spreadsheet format with post award submittals for review and approval. Submit monthly invoices, including annual pesticide/herbicide use, broken down by month containing the following information.

1. Product Name – All products must be approved in advance.

2. Location product was used.

3. Size of area

4. Quantity of Product.

C. Proof of Insurance

• National Park Service listed as Additional Insured

D. Safety Plan - All Operations – Site Specific to include Personnel training requirements and Emergency response protocols

1. Road Crossing Plan

2. Visitor Safety

3. Historic Resource Protection

4. Refilling and Spill Plan

5. Quality Control Plan

2.6 Bid Electives/Additives

2.6.1 Bid Electives/Additives 1a - Ft Moultrie Site

i. Mow agricultural fields – One time. (Approximately 4.5 Acers)

ii. Minimum Height – 2 inches

iii. Maximum not to exceed height – 3 inches

2.6.2 Bid Electives/Additives 1b - Ft Moultrie Site (Approximately 4.5 Acers)

i. Mow agricultural fields – Continuous.

ii. Minimum Height – 2 inches

iii. Maximum not to exceed height – 3 inches

2.6.3 Bid Electives/Additives2a - Charles Pinckney Site

i. Mow agricultural fields – One time. (Approximately 4 Acers)

ii. Minimum Height – 2 inches

iii. Maximum not to exceed height – 3 inches

2.6.4 Bid Electives/Additives2b - Charles Pinckney Site (Approximately 4 Acers)

i. Mow agricultural fields – Continuous.

ii. Minimum Height – 2 inches

iii. Maximum not to exceed height – 3 inches

2.6.5 Bid Electives/Additives3a - Charles Pinckney Site (Caretaker’s Cottage)

i. Trim inside the perimeter of house with line trimmers. One time

ii. Mow outside house perimeter with mowers.

iii. Minimum Height – 3 inches

iv. Maximum not to exceed height - 6 inches.

2.6.6 Bid Electives/Additives3b - Charles Pinckney Site (Caretaker’s Cottage)

v. Trim inside the perimeter of house with line trimmers. Continuous

vi. Mow outside house perimeter with mowers.

vii. Minimum Height – 3 inches

viii. Maximum not to exceed height - 6 inches.

2.7 SERVICE REQUIREMENT SUMMARY.

2.7.1 The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Performance Standard Objective

Surveillance Method

MOWING AND

TRIMMING.

Grass is maintained within proper height and appearance for its area. Grounds are healthy and look well maintained. All trimming is completed per PWS.

100% Inspection or Random Inspection

Protection of Resources

Historic Resources are not damaged at any time.

No errors acceptable.

100% Inspection or Random Inspection

Ongoing Communication

Weekly coordination calls/meetings are consistently conducted. Schedules are accurate. Issues expressed by the NPS are quickly and fully addressed.

Log

Annual Coordination Meeting

No more than one (1) error per year. 100% Inspection at the outset of the contract award and each option exercise period.

Quality Control Plan

No more than one (1) error per year. 100% Inspection at the outset of the contract award and each option exercise period.

2.8 GOVERNMENT FURNISHED PROPERTY AND SERVICES:

2.8.1 Not applicable.

2.9 GENERAL INFORMATION.

2.9.1 QUALITY CONTROL. The contractor shall develop, submit for contracting officer approval, and maintain a quality program to ensure mowing and trimming services are performed in accordance with this statement of services . The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

2.9.2 The contractor shall assign a point of contact for all matters related to this requirement.

2.9.3 The contractor is responsible for any damage done to project features or facilities and will be required to repair or replace them to the satisfaction of the government. Any damage that may occur from contractor is to be reported immediately to the COR or project personnel.

2.9.4 In the event of unsatisfactory performance of specified work, the contractor may be requested to re- perform the unsatisfactory services at no additional cost to the Government. Failure of the contractor to perform the work according to specification and within an acceptable timeframe will result in withholding of payment for the portion(s) of the work not accomplished.

2.9.5 The Government reserves the right to cause the specified unsatisfactory work to be performed by third-party or Government personnel. The cost incurred thereby will be levied against the contractor. Any time Government personnel are used because of contractor's nonperformance, the cost levied against the contractor will include all direct costs associated with the performance of the specified. Such inefficiencies are determined as the direct cost to the Government for substitution of the Government personnel removed from their normal duties computed on an hourly basis at the applicable wage rate. Government personnel will be used only when time is of the essence and the interests of the Government would not be served by securing a third party to perform the specified work.

2.9.6 After mowing and trimming, areas serviced under this contract shall present a neat, well cared for, evenly mowed appearance, free from any un-mowed or un-trimmed strips or streaks.

2.9.7 The contractor or his designated employee(s) shall meet with the COR at the Project Office before beginning work, to coordinate his work schedule in compliance with the specifications and to arrange a satisfactory operating agreement.

2.9.8 Mowing: All mowing shall be completed in an area prior to moving to another area. Mowing shall be accomplished to within but no closer than 1 foot of the trunk of any tree, bush, or shrub; and inanimate objects, such as walls, posts, signs, park equipment, or other such objects. Trees or other objects shall not be impacted by mowers. Mowing will not be permitted when the ground is so wet that the mowing operations cause rutting or otherwise disturb existing turf. Mowers shall be operated in such a manner as to protect against the sod being torn by the mower wheels on turns. All areas will be mowed to a height outlined in specifications.

Mowing heights may be adjusted higher or lower at the discretion of the COR. All mowing should be completed in accordance with highlighted mowing map areas, further explanation of those highlighted areas to be serviced will be covered by the

COR.

2.9.9 Trimming: All trimming shall be accomplished simultaneously, or immediately following mowing. Power hand mowers, trimmers, etc. shall be utilized to complete trimming needs. Trimming shall be conducted in a manner that causes no damage to the trunks of trees, bushes and shrubs. Movable objects shall be moved and the area around and under such objects shall be mowed and/or trimmed.

Immediately following trimming, such objects shall be returned to their original positions. Grass clipping on sidewalks, entrances into buildings and building interiors shall be swept as needed. Trimming height shall match surrounding area grass heights and will be to the last blade of grass. Under no circumstances will trimming be done near government or personally owned vehicles or equipment. It is the contractor’s responsibility to schedule work at times that minimize the presence of visitors, vehicles and equipment and to coordinate with NPS staff to move vehicles or equipment when present.

2.9.10 Contractor vehicles shall be equipped with 4-way flashers and turn signals in operating condition. Flashers shall be activated when vehicles are parked on or traveling slowly along roadways. Tractors and riding mowers & equipment are to operate with flashing lights on equipment that can be seen from all sides, at all times.

2.9.11 Tractors and self-propelled mowers are not required to have roll-over protection when operating solely on flat terrain. However, when operating on terrain with a slope of greater than 10 percent, rollover protection is required. All mowers and trimming equipment shall be equipped and maintained with safety chains, discharge deflection devices, and/or other approved safety devices to prevent accidental damage or injury from objects thrown by mowers.

2.9.12 The contractor shall take such measures as necessary to protect the public and property from foreign materials thrown from rotary mowers and other rotating equipment while operating in public use areas and on public roadways.

2.9.13 Any injury, property damage, equipment malfunction or safety hazard observed by the Contractor shall be immediately reported to COR or Project personnel.

2.9.14 INSURANCE. The contractor shall provide and maintain during the entire performance of this contract, at minimum-amounts of insurance required in the below. Before commencing work under this contract, the contractor shall submit proof of insurance to the Contracting Office

2.9.15 QUALITY ASSURANCE. The government will periodically evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan.

2.9.16 GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions - Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

2.9.17 SAFETY. Some of these areas receive heavy use. It will be necessary for the contractor to perform the work in close proximity to visitors, vehicles and camping units, sewer lines, electrical cords, water hoses, and/or camping equipment.

All mowers shall be equipped and maintained with safety discharge-deflection devices, and/or other approved safety devices to prevent accidental damage or injury from objects thrown by mowers. When operating equipment within 50 feet of visitors, the ground speed of the equipment shall be reduced to a "safe and reasonable rate". The final decision of what is "safe and reasonable" shall be that of the Contracting Officer's Representative. Claims of damage from operation of the Contractor's equipment shall be settled promptly. When damage occurs from the contractor's equipment, the contractor shall contact the party sustaining the damage, and project personnel as soon as possible.

2.9.18 SPECIAL EVENTS. The park hosts seven special events per year. These events typically last less than one week. Event set up usually begins mid-week prior to the event and removed the following Monday, but this can vary slightly. To ensure a neat appearance and avoid overlap with landscape maintenance and event set-up, the park will require landscape services be performed immediately prior to event set up, regardless of the growth height at that time. We typically ask that all maintenance in setup areas be completed on the day prior to setup. The COR will provide one-month advanced notice to the contractor’s Point of Contact (POC). The NPS COR and contractor POC will coordinate based on conditions as the event nears.

Approximate Event Schedule – (Events and schedules vary slightly year-to-year)

• Fort Moultrie April First Shot

• Fort Moultrie May Music Under the Oaks

• Fort Moultrie May/June Jazz Music Event

• Fort Moultrie June Carolina Day

• Charles Pinckney Sept 17 Constitution Day

• Fort Moultrie October World War II Event

2.9.19 ACREAGE. All acreages are estimated. The contractor shall be responsible for determining exact acreage and conditions affecting performance of this work.

2.9.20 FLOODING. Occasional retention of floodwaters may inundate portions of the public use areas, other areas, or access roads thereto, being serviced by this contract. In the event that inundation materially affects the scope of work, the contractor shall be requested to submit a pricing proposal covering the unserviceable or affected portion of his/her work in order that an equitable adjustment to contract price can be negotiated and an adjustment made in accordance with the appropriate contract clause entitled “Changes.” Payment for services not performed as a result of conditions stated above shall be initially withheld until execution of an equitable adjustment can be made by contract modification.

2.9.21 SECURITY. The contractor shall open and close gates within the contract services as instructed and promptly report security related issues or observations that may arise.