Attachment 01 - Performance Work Statement.pdf

Section C – Performance Work Statement

Grounds Maintenance & Snow / Ice Removal (240 West Prospect Road Site)

C.1. General Requirement

C.1.1. Scope of Work. The Contractor shall provide all personnel, equipment, tools, materials, transportation, employee training and insurance as specified herein. Training and performance of this contract shall include and comply with all applicable OSHA, EPA, local, State and Federal codes, mandates, and standards. Supplies and materials shall be of a quality and type customarily utilized by current industry standards and equipment ratings and shall be subject to the approval of the Contracting

Officer (CO) or Contracting Officer’s Representative (COR) (industry standards only applicable where they do not violate any of the afore mentioned codes/mandates). The Contractor shall at all times provide adequate supervision of employees ensuring all required services are accomplished in accordance with the terms and conditions of the contract. Contractor shall ensure: 1) that grounds maintenance is performed in a manner that will maintain healthy grass, trees, shrubs, and plants; 2) present a clean, neat and professional appearance at all times throughout the year; 3) ensure all Snow/Ice removal is accomplished to ensure the safety of all individuals at the Station. The facility to be serviced is bordered by Prospect

Avenue on South side; Lake Avenue on North side; and fence boundaries on East and West side, to include USDA FS Fleet Parking area.

C.1.2. Personnel

C.1.2.1 Contract Manager. The Contractor shall designate, in writing to the Contracting Officer (CO) someone who will be responsible for the performance of the work. The Contract Manager will have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

The Contract Manager will be available by means of a communication system so the Contractor may respond in person or by phone within 15 minutes during normal duty hours or within one (1) hour after normal duty hours. The name of this person shall be submitted to the Contracting Officer at pre-performance meeting and within 1 workday of any change(s). The Contract Manager shall have two full years of grounds maintenance/snow/ice removal experience within the last six years and demonstrate an active knowledge of such.

C.1.2.2. Personnel List. In accordance with Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing

Standards Publication (FIPS PUB) Number 201, the Contractor shall, within ten (10) working days prior to the start of the contract, furnish the CO a complete list of the name, address, social security number, and date of birth of each employee engaged in the performance of this contract.

C.1.2.3. Background Checks. The Contractor shall furnish to the CO, a Government background investigation for each employee performing work at, or having access to, the Government buildings or facilities prior to performance of the work. All background investigations include a minimum of a

Federal Bureau of Investigation (FBI) National Criminal History Check (fingerprint check), and eligibility to perform work under this contract shall be contingent upon a favorable background investigation result. The Contractor shall be responsible for the cost of all background checks for its employees. In the event of a change in employees, the Contractor shall inform the CO promptly of the change, normally within one (1) calendar day after new employee hire or employee dismissal.

C.1.2.4. Employee Identification. The Contractor shall also furnish employees with a uniform bearing the company name and logo, which shall be worn at all times when work is performed under this contract.

At a minimum, the uniform shall consist of a shirt or vest.

C.1.3. Contractor Quality Control

C.1.3.1. General Requirement. The Contractor is responsible for quality control and shall establish and maintain an effective quality control system. The quality control system shall consist of plans, procedures, and organization necessary to produce services that comply with the contract requirements and shall cover all operations as set forth in this contract. The Contractor shall be responsible for the quality of work on the job and is subject to termination for non-compliance with quality requirements specified in the contract.

C.1.3.2. Quality Control System. The Contractor shall implement and maintain a documented quality control system, including a Quality Control Plan (QCP), that identifies and results in correction of potential and actual problem areas throughout the entire scope of the contract. An electronic copy of the

QCP shall be provided to the CO/COR at the pre-performance meeting. The Government will consider an interim plan for the first 30 days of operation. The QCP or interim plan shall be implemented on the first day of contract performance. When the plan is acceptable to all parties, it shall be signed by the

Contractor, CO, and COR. The Contractor's Quality Control system shall include, as a minimum, the following to cover all work stated herein, including work by subcontractors:

C.1.3.2.1. Be structured to assure the individual(s) responsible for Quality Control is independent from any other parts of the Contractor's organization.

C.1.3.2.2. Assure the Quality Control Manager has direct accountability to the Contractor's top management.

C.1.3.2.3. Contain procedures for written and verbal communication with the Government regarding performance of the contract.

C.1.3.2.4 Contain procedures for handling corrective action without dependence upon Government direction.

C.1.3.2.5. Contain, as a minimum, specific surveillance procedures for each contract service identified herein. These surveillance procedures shall identify who shall perform the surveillance, the frequency, the method, listing of items under surveillance, and corrective action that will be taken to correct

Contractor identified deficiencies.

C.1.3.2.7. Maintain records of all Contractor quality control checks and corrective action. These files shall be maintained by the Contractor throughout the term of this contract and shall be made available to the Contracting Officer or designated representative during the term of this contract. The Contractor shall retain its quality control files for not less than one year after the completion or termination of the contract.

C.1.3.2.8. Acceptance of Plan. Government acceptance of the QCP is conditional and will be predicated on satisfactory performance during the contractual period. The Government reserves the right to require the Contractor to make changes in its QCP and operations including removal of personnel, as necessary, to obtain the quality specified. After acceptance of the QCP, the Contractor shall notify the Contracting

Officer in writing of any proposed change. Proposed changes are subject to acceptance by the CO/COR.

C.1.4. Safety. 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 safety program shall be in writing and a copy shall be furnished to the CO/COR within thirty (30) calendar days after commencement of work under the contract. Immediately after a job-related injury, the Contractor shall prepare a report of the injury using its own accident report form or other documentation and within five (5) days send the report to the CO who will forward it to the Rocky Mountain Research Station Safety Manager and COR. Any technical advice and assistance necessary for reporting and investigating accidents may be requested from the Safety Officer through the CO.

C.1.5. Security. Contractor shall immediately report fires by calling 911. The Contractor shall report any hazardous conditions to the COR, turn in lost and found articles 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. 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 competent authority, either police and/or fire officials.

C.1.6. Meetings. The Contractor and COR shall meet monthly during the first year of the contract.

Meetings shall be conducted quarterly thereafter. Mutual effort will be made by both parties to resolve any problems identified during the performance of the contract requirements.

C.2. Government Furnished Property/Supplies/Items. None

C.3. Contractor-Furnished Items

C.3.1. Supplies/Equipment. All required equipment, tools, and supplies necessary to perform grounds maintenance and snow/ice removal. If a piece of equipment needs repair or is determined unsafe by the

COR, the Contractor shall immediately stop using the equipment and shall repair or replace within 72 hours. The Contractor shall provide bio-based nontoxic materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered. See para

C.5.10 for additional information.

C.3.2. All containers of chemicals, hazardous materials, and similar products shall be conspicuously marked with a factory label to identify contents. Hazardous materials shall be labeled with appropriate

Department of Transportation (DOT) or Interstate Commerce Commission (ICC) hazard labels

(flammable, corrosive, acid, etc.), as specified on the Safety Data Sheet.

C.3.3. Safety Data Sheets (SDS). The Contractor shall submit SDS sheets obtained from the manufacturer or dealer concerning all hazardous materials (i.e., chemicals) to be used under this contract through the CO/COR. Reference: 29 CFR 1910-1200 Hazard Communication Toxic and Hazardous

Substances. SDS sheets shall be submitted and products approved prior to the use of any products.

Materials or supplies shall not be used in performance under this contract (or placed or stored on

Government property) until the applicable Safety Data Sheets have been furnished to the COR/CO. No item containing a CAUTION or WARNING label will be added to the Contractor's products list until the

COR/CO has given verbal approval for its addition. The Contractor shall not use any material which the

COR/CO determines would be unsuitable for the purpose or harmful to the surfaces to which applied.

Costs for correcting damage caused by misused materials will be borne by the Contractor. The COR/CO reserves the right for final approval on all materials and supplies utilized by the Contractor. Log sheets shall be maintained by the Contractor to document all usage. Contractor shall submit copies of these log sheets annually to the COR. The Contractor should be aware that SDS for chemical stored or used at this facility are readily available via hard or electronic copy on site. To get a copy contact the Safety Manager or COR. There are no precautionary measures that need to be taken during normal operations. In case of an emergency due to a chemical spill, Contract employees should follow their established evacuation procedure. If the incident occurs due to normal facility operations, contractor employees should follow the emergency procedures given by competent Forest Service personnel. The labeling system used at this facility is in compliance with the Globally Harmonized System of classification and labeling of chemicals

C.3.4. Removal of Property Upon Expiration of the Contract. The Contractor shall, within five days after the expiration of this contract, remove from Government premises all Contractor owned vehicles, equipment, tools, supplies, materials, or other items. If the Contractor does not remove said items within the stated period, the items will be delivered to the designated property office and disposition will be made in accordance with Government regulations.

C.4. Specific Tasks

C.4.1. Grounds Maintenance

C.4.1.1. Mowing. Grass shall be cut at a minimum of least once weekly. Grass clippings shall be removed or mulched after mowing. Grass cutting on ground shall be so that height of grass is between 2-

1/2-inches - 3-1/2-inches. Grounds shall be well manicured throughout the year. Grass clippings shall be cleaned off sidewalks after each mowing.

C.4.1.2. Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located on the grounds areas shall be edged twice per year, once in the spring and once in the fall. Edging shall include removal of vegetation from cracks in sidewalks, driveways and curbs.

C.4. 1.3. Trimming. Grass shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders and other fixed obstacles. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing. Damage to trees or shrubs from trimming shall be repaired by the Contractor.

C.4. 1.4. Pruning. All pruning shall be coordinated with COR before service. Pruning shall be accomplished in accordance with industry (ANSI Z133.1 - 1994) standards. Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees. Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings.

Other trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage. Topping and de-horning shall not be permitted.

Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape

Architect's standards. They shall be pruned as required to maintain their natural growth characteristics.

Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant.

Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens and flowers beds shall be pruned annually or as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions. Damage to trees or shrubs from trimming shall be repaired by the Contractor. If a plant should die or become unhealthy due to damage, the Contractor shall be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage.

C.4.1.5. Watering. Contractor shall ensure that ALL plants, trees, shrubs, hedges and grasses are watered throughout the year as necessary. The Contractor shall provide watering hoses and portable watering devices for irrigating areas that do not have sprinkler systems. Damage to sprinkler system by the

Contractor shall be repaired by a certified sprinkler system mechanic with advance notice to the COR/CO, who will, in advance of repair, determine if repairs are outside of normal wear and tear.

C.4.1.6. Weeding. Contractor shall monitor all areas weekly and remove all noxious weeds, to include tree sprouts, as necessary. Disposal of all debris shall be off-site in and noxious weeds shall be disposed of in accordance with existing local, state, and federal regulations. All weeds shall be removed or eradicated manually or mechanically, but not chemically. Parking lot weeding with chemicals must be preapproved by COR.

C.4.1.7. Grounds Monitoring / Litter Removal. The Contractor shall perform general litter patrol in all areas throughout the year. Responsibilities shall include, but not be limited to, the removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and any man-made debris and/or litter. Contractor shall police areas, as a minimum, once weekly. The Contractor shall check in with the COR for each weekly site visit in person, phone, or by email. At other times leaves/pine needles/pine cones shall be removed as necessary. The Government will furnish pick up and disposal of man-made debris and litter generated in or associated with the performance of this contract. Mowing or pruning clippings shall not be placed in government trash dumpsters (see C.4.1.1. Mowing). The

Contractor shall be responsible for the placement of trash in the nearest dumpster. Trash shall not be placed in dumpsters/roll-a-ways belonging to other contractors. If such an event occurs and results in a claim against the Government for disposal of the trash, the Contractor will be charged for the amount of the negotiated claim.

C.4.1.8. Fertilize. The Contractor shall perform an effective commercial fertilizer application program for all grounds and trees/shrubs/hedges under six feet tall. Approved fertilizers shall be applied in accordance with manufacturer’s instructions. Ex: Early spring, apply a fertilizer with a pre-emergent herbicide; late spring, apply a fertilizer with a post-emergent herbicide; late summer apply a fertilizer with insect control; early fall fertilize to stimulate root growth; late fall, winterizer fertilizer that builds resistance to the cold and provides nutrients. Schedule shall be provided by Contractor at pre-performance meeting for base year and by February of each option year. Prior to application of fertilizer, contractor shall notify the COR & CO 72 hours in advance of application.

C.4.1.9. Aerate Soil. Aerate soil once per year on improved grounds to maintain grounds in a healthy state, to be completed before May 1st.

C.4.2. Snow Removal and Ice Mitigation. Snow removal operations shall be performed Monday through Friday, excluding weekends and Federal Holidays.

C.4.2.1. Parking Lot.

For snowfalls occurring overnight, with a total accumulation greater than 2 inches, the Contractor shall complete the work prior to 6:30 a.m. the same day.

Should snowfall continue to accumulate upon the premises throughout the day, after the initial morning clearing, the Contractor shall clear the primary site traffic-ways throughout the day for each additional 2 inches of snowfall accumulated. Once snowfall ends, the Contractor shall return after normal office hours to clear the remaining portion of the parking lot, to be completed by 6:30 a.m. the following day.

If Snowfall does occur on a weekend or Federal Holiday, snow removal shall still be completed prior to

6:30 a.m. of the next open business day.

All snow for main lot will be plowed from the parking lot and stored on East side of the Annex building and shall minimize any piles on the north side of buildings. Contractor shall plow front parking lot to minimize piles in floor beds. Snow cannot be stored as to interfere with traffic and egress patterns of the facility. When snowfall exceeds the storage area capacity, as agreed upon by both the COR and

Contractor, the Contractor shall contact the City of Fort Collins for location of areas where snow can be piled.

C.4.2.2. Sidewalks, Walkways, Stairways, Patios, Docks & Ramps. All snow will be removed from the associated public sidewalks on Prospect and Lake Streets, as well as all interior site walkways, when accumulation meets or exceed ½-inch by any natural means (i.e. wind or snow events) and must be accomplished prior to 6:30 a.m., Monday through Friday, excluding weekends and Federal Holidays. In addition, all accessible parking spots and aisles shall be shoveled when accumulation meets or exceed ½-inch by any natural means (i.e. wind or snow events). In the event of continual snow fall the site must be monitored throughout the day for additional removal of snow/ice.

C.4.2.3. Ice Mitigation. Ice melt shall be applied to the interior site walkways once per shoveling and only after snow has been removed. In addition, a sand/gravel and ice-melt mix shall be applied to the primary walkway between the Main Headquarters building and the rear Annex building, and the parking spaces north of the Lab building (see Attachment #5).

C.4.2.4. Snow removal and ice mitigation is not required in Fleet Parking Lot.

C.5. General Information

C.5.1. Government Responsibilities: The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise to the Contractor's supplies, materials, or equipment in storage, or the

Contractor's and their employee's personal belongings.

C.5.2. Contractor Responsibilities: The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to Forest Service employees when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of their employees.

C.5.3. Fire Prevention: Fire prevention shall be exercised at all times by the Contractor and employees.

All combustible material shall be used and stored in a safe manner. Contractor shall report to the

COR/CO any fire hazards.

C.5.4. Full compliance with all Federal, State, Local, USDA and Forest Service regulations is required.

C.5.5. The work of this contract shall be done in accordance with all applicable local codes and industry standards to include any safety requirements established by the Occupational Safety and Health Act

(OSHA)

C.5.6. Environmental Protection Agency (EPA) Full compliance with environmental and hazardous waste management laws, rules, and regulations is applicable.

C.5.7. Tobacco Control: The Contractor and its employees shall observe the Tobacco Control requirements contained in DR4400-006, 5 U.S.C. 301; 5 U.S.C. 7901; 29 U.S.C. 666; 41 CFR 101-

20.105-3; and 41 CFR 101-39.300(d) whenever performing services in or visiting Government facilities/buildings. Outside smoking areas must be located a minimum of 25 feet away from entrances to enclosed areas, common points of ingress and egress to USDA facilities, windows, and all types of

HVAC air handling and circulation systems.

C.5.8. Federal, State, and Local Codes and Laws. All chemicals used will be those commercially available which meet Federal, State, and local codes and which have been approved by the COR/CO.

C.5.9. Biobased Products. The Contractor shall comply with the Farm Security and Rural Investment

Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c)(3)) as required under the clause - 52.223-1 Biobased Product Certification and 52.223-2 Affirmative Procurement of Biobased Products

Under Service and Construction Contracts (see Section I).

C.5.9.1 Use of biobased products by prospective offerors will be used in the proposal evaluation criteria

(see Sections M).

C.5.9.2 Examples of acceptable Biobased products can be found at: http://www.biopreferred.gov

Following is an example list of products that may be used in this contract for which biobased products are available. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications.

Fertilizers Dust suppressants

2-cycle engine oil Penetrating lubricants

Hydraulic fluids Greases

Absorbents Diesel fuel additives

Graffiti and grease removers De-icers

C.6. Contract Authority. Except as specified herein, no order, statement, or conduct of Government personnel in any omanner communicate with Contractor personnel during the performance of this contract shall constitute a change under the “Changes” clause of this contract. The Contractor shall not comply with any order, direction or request of Government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as part of this contract. The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions elsewhere in this contract, the said authority remains solely with the Contracting Officer. In the event the Contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in charges incurred as a result thereof. In the event the contract administration is transferred to a new

Contracting Officer, notification to all parties concerned shall be provided within 30 days of the change.

http://www.biopreferred.gov/

Section F – Deliveries or Performance

F.1. Hours of Operation.

The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. Grounds maintenance may be performed on Saturdays, Sundays, holidays, if approved in writing by the Government. Any such work shall be performed at no additional cost to the Government. Work delayed by causes beyond the Contractor’s control and performed beyond normal duty hours and/or non-scheduled days shall be performed at no additional cost to the Government.

Offices will be closed on days that fall on Federal Government Holidays.

F.2. Schedules. The Contractor shall submit an annual schedule for services described in this Scope of

Work to the CO/COR for acceptance at the pre-performance meeting. The Contractor shall be allowed 30 days to adjust work schedules based on inspections. This second work schedule shall be submitted to the

CO for acceptance within 10 days after the first contract month period. The Contractor shall not deviate from the accepted schedule without prior approval from the CO/COR. Any permanent changes to the must be submitted 10 days before implementation and receive written CO/COR acceptance before the

Government will allow the proposed changes.

F.2. Location:

240 W. Prospect Rd.

Fort Collins, CO 80526

F.3. Performance of Period:

Base Year, 06/01/2025 – 05/31/2026

Opt Yr 1, 06/01/2026 – 05/31/2027

Opt Yr 2, 06/01/2027 – 05/31/2028

Opt Yr 3, 06/01/2028 – 05/31/2029

Opt Yr 4, 06/01/2029 – 05/31/2030

F.4. Government Holidays:

New Year's Day Labor Day

Martin Luther King Jr's Birthday Columbus Day

Washington's Birthday Veterans' Day

Memorial Day Thanksgiving Day

Juneteenth National Independence Day Christmas Day

Independence Day

Section H – Special Contract Requirements

H.1. Contract Management. Notwithstanding the Contractor’s responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government points of contact during the performance of the contract:

H.1.2. Contracting Officer. All contract administration for this contract will be effected by the CO.

Communications pertaining to contractual administrative matters will be addressed to the CO. The word

“Government” as used throughout this contract or its attachments refers specifically to the CO. The CO is the only person authorized to approve changes in any of the requirements under this contract, and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely with the CO. No changes in or deviation from the scope of work shall be effected without a written modification to the contract executed by the CO authorizing such changes. Should the CO designate individuals to act as the Contracting Officer’s Representative (COR) under any resultant contract, such representative will be designated by letter of appointment but will not be authorized to change any terms and conditions of the contract.

H.1.3. COR. The COR will be designated in writing on authority of the CO after contract award to monitor and coordinate all technical aspects and assist in the administration of the overall contract. The

Contractor will receive a copy of any designation letter stating the responsibilities and limitations of the

COR. All contacts with all agencies of the Government and interfacing with other contractors required in the performance of this contract will be accomplished only through the direction and with the coordination of the COR.

H.1.4. Technical Coordination. Performance of work under this contract shall be in compliance with the

PWS and any other work assignments under the general scope of work. All technical coordination shall be within the scope of the contract. No oral statements of any person will in any manner or degree modify or otherwise affects the terms of the contract. Technical coordination shall not result in any action that:

H.1.4.1. Constitutes an assignment of additional work outside the statement of work.

H.1.4.2. Constitutes a change as defined in the contract clause entitled, “Changes”.

H.1.4.3. Causes an increase in the total contract ceiling or the time required for contract performance.

H.1.4.4. Changes in any of the expressed terms, conditions or specifications of the contract.

H.1.4.5. Interfere with the Contractor’s right to perform the terms and conditions of the contract.