Attach 1 Snow-Ice-Removal-SOW.pdf

Statement of Work

USDA-Forest Service Southern Research Station

SRS Headquarters and Bent reek Experimental Forest Snow and Ice Removal

July 25, 2025

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Definitions

4.0 Government Furnished Items

5.0 Contractor Furnished Items

6.0 Management

7.0 Snow & Ice Removal Service Requirements / Deliverables

8.0 Performance Requirement Measures

Snow and ice removal service for Southern Research Station Facilities by means of a single Labor Hour contract with estimated quantities. Fixed Price estimated quantities are being used for use of Ice Melt products.

General Information

1.0 Scope of Work

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide basic snow and ice removal service in accordance with this specification. Basic services apply to facilities located at two locations as follows:

a. Site 1 - Southern Research Station Headquarters, 200 WT Weaver Blvd., Asheville, NC 28804. This includes the main entrance drive, parking entrance drives, parking areas, loading dock and shop areas, all building entrance sidewalks and stairs indicated on the site map. This excludes the UNCA Chancellor Residence and drive. The point of contact (POC) for this site is Kevin Blanton (office:828-257-4345, Mobile:828-713-9054, email: kevin.blanton@usda.gov ).

b. Site 2 - Bent Creek Experimental Forest, 1577 Brevard Rd., Asheville, NC 28806. This includes the main entrance drive, access roads, parking areas, all building entrance sidewalks and stairs indicated on the site map. The point of contact (POC) for this site is Kevin Blanton (office:828-257-4345, Mobile:828-713-9054, email: kevin.blanton@usda.gov ).

2.0 Background

The Contractor shall provide all labor, supplies, tools, materials, equipment, supervision, and transportation necessary to provide snow and ice removal service in accordance with this specification. This service will be delivered prior to regular work hours, at specified times, to site addresses listed in the specifications.

Contractor Requirements

3.0 Definitions

As used throughout this contract, the following terms shall have the meaning set forth below.

a. Buyer. Individual within the contracting office, assigned to assist the Contracting Officer with contracting responsibilities.

Primary contracting office POC for issues regarding contract administration.

b. Clear. "Clear" shall be defined as free of all accumulated snow.

c. Contracting Officer (CO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized Representatives of the Contracting Officer (COR) acting within the limits of their authority as delegated by the Contracting Officer.

d. Contracting Officer's Representative (COR). A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the Contractor. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual does NOT have authority to change the terms and conditions of the contract.

e. Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime

Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

f. Designated Representative. The term Designated Representative refers to an individual designated by the CO or COR in writing to request services from the Contractor. The Contractor will receive a list of these individuals authorized to request services including their contact information.

g. Frequency of Service.

1. As Needed. Services performed on an as needed basis, when conditions warrant after inspection. Services to be required by telephone contact with the Project Manager by the COR, Buyer, or Contracting Officer.

mailto:kevin.blanton@usda.gov mailto:kevin.blanton@usda.gov

h. Inclement Weather. During the season where cold temperatures are expected to develop snow or ice accumulation in Asheville or Buncombe County area.

i. Project Manager. An employee of the prime contractor or subcontractor serving as the primary contact on the ground contact.

j. Quality Assurance. Those actions taken by the government to assure services meet the requirements of the SOW.

k. Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

l. Regular Workday / Hours. The Government's regular (normal) working hours are from 08:00 a.m. to 04:30 p.m., Monday through Friday except (a) Federal Holidays and (b) other days specifically designated by the Contracting Officer.

4.0 Government Furnished Items

The Government will provide the Contractor the option of using certain Government owned facilities, equipment, materials, and utilities for use only in connection with this contract. The use of Government furnished property and services for other purposes is prohibited.

a. Government Furnished Facilities. The Government will not furnish or make available any facilities to the Contractor.

b. Government Furnished Equipment. The contractor will receive one electronic key fob or manual key for access through the property gates and one manual key to lock SRS HQ garage gate open for plow service. The Government will not provide any other tools or equipment required for the performance of this contract.

c. Government Furnished Material. The Contractor shall furnish all materials required for the performance of this contract.

The Government will not provide any materials to the Contractor.

d. Availability of Utilities. The Government will not furnish utilities to the Contractor.

5.0 Contractor Furnished Items

Except for items listed in clause 4, the Contractor shall provide all facilities, equipment, materials, supplies, and services to perform the requirements of this contract. Material, equipment, and supplies provided shall meet the requirements specified by the COR and shall be of acceptable commercial grade and quality. Material used shall be bio-preferred and approved by the COR prior to use. The Contractor shall maintain MSDS sheet for materials used in conjunction with the contract and made available to the COR for review.

6.0 Management

The Contractor shall manage the total work effort associated with the snow and ice removal services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling with the COR and quality control. The Contractor shall provide an adequate staff of personnel with the necessary expertise to assure the performance and high quality of the work. The Contractor shall maintain an adequate workforce to complete work in a timely manner.

Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work in a timely manner.

Work Schedule. All work shall be performed when specified conditions warrant, prior to the start of each regular workday. Changes to the work schedule must be requested from the COR at least one hour prior to designated completion time. Work shall be

Interference with Government Business. The Contractor shall schedule and arrange work so as to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort, etc.

Protection of Government Property. During execution of the work, the Contractor shall take special care to protect Government property including work area, vehicles and other government owned property from damage, tampering and theft. The Contractor shall return areas damaged as a result of work under this contract to their original condition, to include painting, refinishing, or replacement, if necessary.

Designation of Project Manager. The Contractor must designate a Project Manager as the single point of contact {POC) for award management. Individual must have the authority to make decisions for the Contractor and must be the single Contractor representative responsible for all issues, concerns, or problems for this award instrument. Individual must readily respond to questions, concerns, and comments. Project Manager must be available by telephone between the hours of 6AM and 6PM Eastern Time, Monday thru Friday, excluding federal holidays.

7.0 Snow & Ice Removal Service Requirements / Deliverables

The Contractor shall provide the snow and ice removal services described herein during inclement weather, when the situation is warranted. Snow and ice removal services requirements are divided into three groups: Inspection, Snow Clearing and Ice Melt Distribution. Prior to performing any service, the contractor will be notified prior to or the day of needed service by the COR or a designated representative. When contacted by COR or designated representative to perform services, the contractor shall perform the following.

a. Inspection. Visibly inspect all drives, parking areas, walkways and stairs located on the property of the affected site. Use the following criteria for services.

1. If there is ¼ inch or less of snow or any ice on these surfaces, spread approved ice melt product only.

2. If there is more than ¼ inch of snow, clear the snow first.

3. If snow amount is less than 1", place a ruler in the snow of a paved surface and take a picture to serve as verification that snow accumulation meets the ¼" requirements prior to snow clearing.

4. If patches of ice are still present on surface, or if more snow or ice is expected that day, then spread approved ice melt product on all designated surfaces.

b. Snow Clearing. Basic snow clearing services shall be performed on an as needed basis, when criteria is met or on request from the COR, Buyer, or Contracting Officer. These services shall consist of the following, in areas designated on attached maps.

1. Drives/Roads. All paved drive or road areas located on the affected site must be clear of snow in both lanes. Particular attention should be aimed at minimizing piled snow near the drive entrance, parking area access, building or garage access. Care should be taken as to not damage any signs, gates, drive markers, curbs, hydrants, grassy areas or any other permanent obstacle on the side of each drive.

2. Parking Areas. All paved and marked parking areas located on the affected site must be clear of snow. Particular attention should be aimed at minimizing piled snow to allow vehicle parking in each designated space. Care should be taken as to not damage any signs, curbs, legally parked vehicles or any other obstacle in and around the parking area.

3. Walkways and Stairs. All concrete or steel sidewalks, ramps, stairs and loading dock should be clear of snow. Care should be taken as to not damage any signs, hedges or any other obstacle in and around these areas.

c. Ice Melt Distribution. Ice Melt Distribution shall be performed on an as needed basis, when criteria are met or on request from the COR, Buyer, or Contracting Officer. These services shall consist of the following, in areas designated on attached maps.

1. Spread Ice Melt. Use inspection criteria for amount to distribute. If criteria are met, ice melted products shall be spread across icy surfaces or all paved, concrete or steel surfaces exposed to the elements. This includes all drives, roads, parking areas, walkways and stairs located on the affected site. Particular attention should be aimed at evenly distributing, only the amount of ice melt needed to effectively melt the ice or snow and maintain a clear surface. Care should be taken to minimize overuse, not have large clumps of ice melt in one area and not spread beyond surfaces that need it.

2. Empty bags from the ice melt that were used under contract are to be delivered to the COR.

8.0 Performance Requirement Measures

Performance Objective

Required Task or Deliverable

Performance Standard Method of Surveillance

Positive/Negative Incentive

SOW Item 7(b) - Basic snow clearing

Services shall be performed on an as needed basis, when criteria is met or upon request.

Unless pre-approved to work during normal work hours, 96% all work shall be performed when specified conditions warrant, prior to 8AM of each regular workday, 100% Inspection and customer complaint

5% deduction from invoice for every 5% of area not meeting contract requirements.

10% deduction if not pre-approved to work during normal work hours and not completed by 8AM. 10% deduction for each additional hour of delay.

SOW Item 7(c)– Ice melt distribution

Services shall be performed on an as needed basis, when criteria is met or upon request.

Unless pre-approved to work during normal work hours, 96% all work shall be performed when specified conditions warrant, prior to 8AM of each regular workday

100% Inspection and customer complaint

5% deduction from invoice for every 5% of area not meeting contract requirements.

10% deduction if not pre-approved to work during normal work hours and not completed by 8AM. 10% deduction for each additional hour of delay.

SOW Item 3(g)(2) Service requests

As needed service requests initiated by COR, Buyer, or Contracting Officer.

Services must be started within 2 hours of request, when requests are made between the hours of 6AM and 6PM Eastern Time, Monday thru Friday, excluding federal holidays.

100% Inspection and customer complaint

10% deduction if not started within 2 hours of request. 10% deduction for each additional hour of delay.