Attach 1 SOW Coweeta Ground Maintenance.pdf

Lawn Maintenance

COWEETA HYDROLOGIC LAB, OTTO, NC

STATEMENT OF WORK

LAWN CARE MAINTENANCE SERVICES

FOR

USDA FOREST SERVICE, COWEETA HYDROLOGIC LAB, OTTO, NC

1.0 SCOPE

The service in this contract will consist of all jobs necessary to maintain and meet the technical specifications.

This needs to be consistent with what normally is expected around commercial buildings.

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide grounds maintenance for the Coweeta Hydrologic Laboratory located at 3160 Coweeta Lab Road, Otto, NC

The Contractor is responsible for and will replace within 24 hours, any damage caused by mowing or trimming or by flying rocks or debris. This includes but not limited to HVAC & blower units, sewer caps/lines, in ground lighting, meter or valve boxes or other structures. Damage to plants/hedges/trees caused by Contractor will be replaced with 24 hours.

All areas shall be kept clean, neat, free of fire and safety hazards, and unsanitary conditions.

1.1 WORK SCHEDULE

All work will be done during normal working hours (7:30 AM – 4:00 PM), Monday thru Friday except for Federal Holidays unless pre-arranged with the COR

FEDERAL HOLIDAYS

New Year’s Day Labor Day Martin Luther King Jr’s Birthday Columbus Day Washington’s Birthday Veterans’ Day Memorial Day Thanksgiving Day Independence Day Christmas Day

2.0 PERFORMANCE BASED SERVICE CONTACT

This work is being solicited as a performance based contract. Performance based means the Contractor is responsible for a quality end product. If a quality end product is not provided, an adjustment to the payment will be made. Payment will be made upon acceptance of job performance.

3.0 PLACE OF PERFORMANCE

Grounds maintenance services are required for the USDA Forest Service, Southern Research Station, Coweeta Hydrologic Laboratory, 3160 Coweeta Lab Road in Otto, NC. The area to be maintained is highlighted in the map provided.

4.0 TECHNICAL SPECIFICATIONS

4.1 GROUNDS MAINTENANCE (APRIL THROUGH NOVEMBER).

4.2 Prior to mowing, the Contractor shall remove all rubbish, debris, and trash prior. (This includes but not to limited to fallen limbs, rocks, paper or other objects.) Disposal of rubbish, debris, etc. is to be at an offsite location in accordance the existing local, state and federal regulations at no additional cost to customer.

4.3 The Contractor will mow the grasses in a manner to continually maintain a height range of a minimum of 2.5 inches and maximum of 4 inches. Clippings on lawn areas should be removed when there is such a concentration of clippings the life of the plants are in danger. Grass cutting shall be accomplished in a manner such that it is free of scalping rutting, bruising, and uneven and rough cutting. Contractor mower blades are to be sharp to provide a high quality cut.

4.4 Edging and trimming shall be accomplished concurrently with grass cutting operations. Edging of sidewalks and other paved surfaces, and around other cultivated areas is to be accomplished to match the height and appearance of surrounding vegetation. Edging is to be accomplished in a manner such that it is free of scalping, rutting, bruising, uneven and rough cutting. Edging shall include removal of vegetation from cracks in sidewalks, driveways, parking areas, and curbs. Trees, plants, and shrubs shall not be damaged by trimming operations. If damaged the Contractor will replace or repair within 24 hours at no additional cost to the customer.

4.5 Mowing around the Climate Buildings, Outside Fencing of Climate Station, and ADP Buildings as needed to maintain a manicured look. All clippings and trimming in this area MUST NOT have any blown materials thrown inside the fenced area. DO NOT ENTER THE FENCED AREA. In addition, NEVER SPRAY OR USE HERBICIDES in this area. The COR will provide a guided tour of this specific site and the extreme importance to follow the instructions, as to not disrupt Coweeta’s scientific data.

4.6 Weed free (spray) all sidewalks and driveway, parking areas as needed. Contractor will remove and control weed growth in hedges, and plants around buildings, and parking areas; utilizing an approved and safe herbicide or other eradiation treatment, physical removal by hand, or with garden tools.

Herbicides should follow all local, state and federal regulations and are to be followed when applying pesticides. NEVER SPRAY OR USE HERBICIDES around the Climate Buildings, Outside Fencing of the Climate Stations, and ADP Buildings.

4.7 Trimming/hedging around all heating and air conditioning units at each building, as needed.

Contractor is responsible for any damaged to HVAC units, coils or blower units caused by trimming or hedging and shall replace or repair within 24 hours at no additional cost to the customer.

4.8 Trim shrubs as needed. Shrubs should not have weeds or trees growing within them. If so they should be removed promptly.

4.9 Contractor shall blow all clippings from sidewalks, parking areas, curbs, and all entrances to buildings immediately following any mowing, trimming, edging, pruning or weeding. Contractor shall never blow clippings into the fenced area around the around the Climate Buildings, Outside Fencing of the Climate Stations, and ADP Buildings.

4.10 All clean-up of any of the tasks shall be finished the same day as the work is done.

4.11 The contractor will maintain what will be designated as the Coweeta “field areas”. The field areas will be maintained by lawn mower or by bush hogging once a year. Between Mid – October and Mid- Novemeber.

4.12 LEAF COLLECTION. Leaf collection, and debris removal. Remove all leaves beginning in the fall in designated areas. Leafs shall be bagged or blown completely away from office buildings. COR will advise. No mulching of leafs is allowed around these specific designated areas.

5.0 SAFETY

The Contractor will be responsible for conducting appropriate safety measures. No one under the age of 18 is allowed on the worksite due to safety reasons. The Contractor shall conduct its operations in strict conformance with all United States Department of Agriculture, United States Forest Service, and all applicable provisions of 29 CFR 1910 and 1926 of the Occupational Safety and Health Act. The Contractor shall implement a suitable safety program for employees performing work under this contract. The Contractor shall display the appropriate caution signs when performing work in any area take all necessary precautions to ensure no damage to vehicles, personnel, or structures from flying rocks and debris. No firearms will be permitted on the premises.

Emergencies: Contractor shall immediately report fires by calling 911, and report any hazardous conditions to the COR, and notify the COR when an unauthorized or suspicious person is seen on the premises. Contractor shall report any items in need of repair to the COR. Contractor shall immediately notify the COR if any problems are encountered. In the event that there is an onsite emergency and the buildings need to be evacuated, the Contractor’s employees shall comply with the evacuation of the building(s) as directed by the police and/or fire officials.

5.1 GOVERNMENT NOT LIABLE FOR ACCIDENTS AND EXPOSURES

The Government will not accept any liability for accidents and exposures resulting from work under this contract, except in cases in which it is shown that there was a direct action of the Government or its employees which caused the accident or exposure. Otherwise, the Contractor retains responsibility for accidents and exposures that occur during work under this contract. The contractor shall train all employees, independent contractors and subcontractors, performing under this contract in the safe operation and use of equipment that is to be used in the performance of this contract in accordance to manufacturers’ recommended training and operation specifications and in accordance to OSHA guideline.

6.0 CONDUCT

All work under this contract shall be performed in a skillful and workmanlike manner. The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity.

The Contractor shall be responsible for taking such disciplinary actions with respect to the employee(s) as may be necessary.

The CO may, in writing, require the Contractor to remove any employee the CO deems incompetent, careless, or otherwise objectionable, for theft, possession and/or removal of materials, supplies, equipment, or any Government-owned property.

7.0 CONTRACTOR FURNISHED ITEMS

All equipment and supplies necessary to perform the statement of work.

8.0 PERIOD OF PERFORMANCE

Refer to the Synopsis document

9.0 INSPECTION AND ACCEPTANCE

9.1 Additional Inspection Requirements. The Government will make periodic random inspections to determine that Contractor is in compliance with the specifications of this contract. The Contractor is encouraged to observe these inspections. Inspection of work performed under this contract will be made by the Contracting Officer’s Representative (COR) or the designated Government technical Monitor as the work progresses at such intervals as are necessary to insure compliance with the contract specifications and provisions.

9.2 Acceptance. Acceptance of the work will be made only after the Government has determined the work to be in compliance with the contract.

10.0 MEASUREMENT AND PAYMENT

This contract is a performance based service contract. Payment will be processed monthly on completion of services and receipt of a properly executed invoice in the Invoice Processing Platform (IPP.gov) system.

11.0 DELIVERIES AND PERFORMANCE

Hours of Performance. Grounds maintenance services shall be performed Monday through Friday with the exception of U.S. Government holidays. Hours of services to be performed shall be coordinated with the COR.

12.0 INVOICING AND PAYMENTS: All payments are processed using the Invoice Processing Platform (IPP). This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website: https://www.ipp.gov/index.htm . Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

The IPP Customer Support Desk is available to assist users Monday through Friday (excluding Federal holidays) from 8:00 AM to 6:00 PM ET, to answer questions related to accessing IPP or completing the registration process. Their toll free number is 1-866-973-3131 or they can be reached at IPPCustomerSupport@fms.treas.gov . If you have additional questions or concerns, please contact the Controller Operations Division Help Desk at 1-877-243-3072 or cod.help@usda.gov

12.0 BIOBASED PRODUCT: The Contractor must comply with the Agriculture Act of 2014; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Farm Security and Rural Investment Act of 2002 9FSRIA), 7 U.S.C. 8102; the Federal Acquisition Regulations; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance”, dated October 2, 2009; EO 13423, “Strengthening Federal Environmental, Energy and Transportation Management;, dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February , 2012 to provide biobased products.

https://www.ipp.gov/index.htm https://www.ipp.gov/index.htm https://www.ipp.gov/vendors/enrollment-vendors.htm https://www.ipp.gov/vendors/enrollment-vendors.htm

All supplies and materials shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased and recycled products.

The following is a list of categories for bio-preferred products that are required for performance of this contract:

Disposable Containers (oil & lubricants)

For more information regarding the Department of Agriculture Biobased Program go to:

https://www.biopreferred.gov

SERVICE FREQUENCY

Mow/cut grass maintain a height range of a minimum of 2.5 inches and maximum of 4 inches

Edging and Trimming

As needed to maintain a manicured look. Free of weeds and trees

Trimming/hedging around all heating and air condition units at each building.

As needed to maintain a manicured look. Free of weeds and trees

Weed free sidewalks, driveways, parking areas

As needed to maintain a manicured look. Free of weeds and trees.

Control weed growth in hedges and plants around buildings and parking areas

As needed to maintain a manicured look

Trimming/hedging of shrubs

As needed to maintain a manicured look

Removal of all rubbish, debris and trash

Weekly

Removal of Lawn clippings. Grass clippings can be mulched as long as it does not cause no lumping or dying of grass, otherwise the grass should be bagged.

Possibly weekly, but as needed to maintain a manicured look https://www.biopreferred.gov/ https://www.biopreferred.gov/

Leaf collection includes the areas around the Main Office/Conference Center; Hydrology and Ecology Building. Leaf collection typically starts in the fall. Leaf removal should be done as needed. Leafs should be bagged or blown completely away from buildings/offices.

Typically in the Fall or as needed to prevent fire hazards and insect infestation.

Blowing of grass clippings Contractor shall blow all clippings from sidewalks, parking areas, curbs, and all entrances to buildings immediately following any mowing, trimming, edging, pruning or weeding.

After every mowing when applicable

Designated “field areas” are to be mowed or bush hogged at least once a year.

Between Mid – October and Mid November

SERVICE DELIVERY SUMMARY

The Contractor service requirements are summarized as 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 the mission success.

GOVERNMENT QUALITY ASSURANCE PLAN FOR GROUNDS MAINTENANCE SERVICES

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate Contractor actions with implementing this Statement of Work. It is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance contract.

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

The Contractor and not the Government is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

In this contract the quality control program is the driver for service quality. The Contractor is required to develop a QUALITY CONTROL PLAN for inspections and monitoring actions. The first major step to ensuring a “selfcorrecting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a high quality assurance program.

Performance Objective Performance Threshold

Basic Maintenance Services 95% of all facilities are without customer complaints for the month

Pick up of debris, limbs, or trash each mowing. Random sampling of inspection reports by

COR

Mowing around the Climate Buildings, outside fence area, and ADP Buildings weekly. All clippings and trimming in this area MUST NOT have any blown materials thrown into the fenced area. DO NOT

ENTER THE FENCED AREA. NEVER SPRAY OR USE

HERBICIDES in this area. This is a Critical Element as to how to mow/blow. The COR will provide the specifics on site as to not disrupt the scientific data.

100% of work must been done correctly in this area.

Mow and maintain the grasses on the Coweeta Hydrologic Campus in a manner to continually maintain a height range of a minimum of 2.5 inches and maximum of 4.5 inches during the growing season. Clippings on lawn areas should be removed when there is such a concentration of clippings the life of the plants are in danger. Grass cutting shall be accomplished in a manner such that it is free of scalping rutting, bruising, and uneven and rough cutting. Contractor mower blades are to be sharp to provide a high quality cut.

100% of work must been done correctly in this area.

All clippings are to be removed from sidewalks, parking areas, curbs, and all entrances to buildings immediately the day of mowing, trimming, edging, pruning or weeding.

100% of work must been done correctly in this area.

Edging and trimming shall be accomplished concurrently with grass cutting operations. Edging of sidewalks and other paved surfaces, and around other cultivated areas is to be accomplished to match the height and appearance of surrounding vegetation. Edging is to be accomplished in a manner such that it is free of scalping, rutting, bruising, uneven and rough cutting. Edging shall include removal of vegetation from cracks in sidewalks, driveways, parking areas, and curbs. Trees, plants, and shrubs shall not be damaged by trimming operations. If damage the Contractor will replace or repair within 24 hours at no additional cost to the customer.

100% of work must been done correctly in this area.

Performance Objective Performance Threshold

Periodic Maintenance Services 95% of all facilities ware without customer complaints for the month

Weed free (spray) all sidewalks and driveway, parking areas as needed.

Contractor will remove and control weed growth in hedges, and plants around buildings, and parking areas; utilizing an approved and safe herbicide or other eradiation treatment, physical removal by hand, or with garden tools. Herbicides should follow all local, state and federal regulations and are to be followed when applying pesticides.

ABSOLUTELY NO SPRAY in the area around the Climate Buildings, Fence and ADP Buildings.

100% of work must been done correctly in this area.

Trimming/hedging around all heating and air conditioning units at each building, as needed.

SURVEILLANCE: The government quality assurance (QA) person will receive complaints from Station personnel and pass them to the Contractor’s quality control inspector (QCI) for correction.

STANDARD: 95% of all facilities are without customer complaints for the month or service period. For example, the QA should receive no more than 5 customer complaints during the service period. The QA shall notify the contracting officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and ConditionsCommercial Items or the appropriate Inspection of Services clauses, if any of the above exceed five customer complaints.

PROCEDURES: Any Coweeta Forest Service employee that observes unacceptable services, either incomplete or not performed for any of the above performance objectives will notify the COR on site, and the COR shall immediately contact the Station QA personnel, and the QA will complete appropriate documentation to record the compliant. The QA will consider the customer complaint valid upon receipt from the COR on site. The QA will inform the customer of the approximate time the unacceptable performance will be corrected and advise the COR/customer. The COR/customer will notify the station QA if not corrected in the acceptable timeframe. The QA will consider complaint’s as resolved unless otherwise notified by the COR/customer. The QA shall verbally notify the Contractor’s Quality Control Inspector (QCI) and will be given 24 hours after verbal notification to correct the unacceptable performance. If the Contractor QCI disagrees with the compliant after investigation of the site and challenges the validity of the compliant, the Contractor will notify the stations QA. If the station QA determines the complaint as invalid, they will document the written complaint of the findings and notify the COR/customer on-site.

The QA will retain the annotated copy of the written complaint for his/her files. If after investigation the QA determines the complaint is valid, the QA will inform the Contractors QCI and the QCI will be given an additional hour to correct the defect. A defect will not be recorded if properly and timely corrected the unacceptable condition(s) is accomplished. The Contractors QCI shall return the written customer complaint document, properly completed with actions taken, to the station QA. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.) the QA will contact the Contracting Officer (CO).