Attachment_01_Snow_Removal_Grading_SOW.pdf

STATEMENT OF WORK

Snow Removal and Parking Lot Grading Klamath Falls Fish and Wildlife Office (KFFWO)

1. GENERAL

The U.S. Fish and Wildlife Service (USFWS), Klamath Falls Fish and Wildlife Office (KFFWO), requires recurring snow removal and parking lot grading services. This includes snow and ice removal, and annual grading of the auto yard parking lot to ensure a clean, safe, and visually appealing environment. Service areas include the Main Office Building, Annex Building, and Auto Yard as described in Section 3 and the attached map (areas highlighted in orange).

• Objective: Maintain the property to reflect the USFWS mission and provide a welcoming and safe atmosphere for staff and visitors.

• Contractor Qualifications: Must have experience in commercial snow removal and grading gravel, heavy equipment operation, hold necessary state and local licenses.

3. PLACE AND PERIOD OF PERFORMANCE

• Location:

Klamath Falls Fish and Wildlife Office 1936 California Avenue, Klamath Falls, OR 97601 o Main Office Grounds: Area surrounding the Main Office Building and Annex Building, and includes lawns, sidewalks, cement stairs, ramps, wood stairs and deck, and a paved parking lot.

o Auto Yard: Located across the street from the Main Office and includes two maintenance buildings, the conference building, sidewalks, gravel yard, and dirt walkways.

• Performance Period:

Five years from date of award (4 option years)

• Service Schedule:

o Snow & Ice Removal: As needed, approximately November–March, within 5 hours of weather event, or upon request. Service is required when:

Snow exceeds 3 inches in depth in the areas of the Main Office

Grounds and Auto Yard building access areas.

• Snow exceeds 5 inches in depth in the Auto Yard vehicle storage area.

o Auto Yard Gravel Grading: As needed and requested by KFFWO.

o Access and Security:

o Contractor personnel must complete a background check for access during non-duty hours.

o A gate code and key will be provided; unauthorized individuals may not accompany the contractor.

• Office Duty Hours:

Monday–Friday, 8:00 AM–4:30 PM o Non-duty Hours: Evenings, weekends, and federal holidays

• Service Coordination:

The contractor is responsible for monitoring weather conditions to determine when service is needed. KFFWO may also contact the Contractor at any time to request

2. DEFINITIONS

• Snow and Ice Removal: Removal of snow and ice from pedestrian pathways (cement and dirt), stairs (wood and cement), access gates, wood deck, and ramps (wood and cement), paved and gravel parking areas, to prevent slipping and tripping hazards.

Clearing all access paths leading to and from building entrances in both the Main Office Grounds and Auto Yard. Distribution of ice melt is required across all pedestrian pathways, stairs, access gate walkways, and ramps following snow removal events.

• Auto Yard Grading: Includes surface leveling, eliminating ruts, potholes, and dips by smoothing uneven areas of gravel parking area to maintain safe walking and driving conditions and proper drainage.

4. SCOPE OF WORK

o Main Office, Annex Building, and Auto Yard Building Access Areas – snow and ice removal would occur when snow depth is greater than 3 inches.

o Auto Yard (vehicle area) – snow and ice removal would occur when snow depth is greater than 5 inches.

o Clearing away snow and ice from all entrance/exits, emergency entrances/exits, sidewalks, walkways, decks, ramps, stairs, and gate entrance/exits in the Main Office Grounds, Annex Building, and Auto Yard buildings (Auto Yard buildings include conference room building and two maintenance buildings). Snow and ice removal around the mailbox in front of the Main Office Grounds.

o Plowing and treating parking areas in the Main Office Grounds and Auto Yard to ensure vehicle access, safe driving access, parking availability, and safe pedestrian movement. Clearing snow off vehicles and between vehicles is not required.

o Snow removed from the walkways and parking lot areas will be placed in an area away from foot and vehicle traffic. Snow will be placed away from the dumpsters and parking lot to prevent snow melting and ice build up on parking lot and walkways. Appropriate locations for snow placement will be determined by the Administrative Officer and Contractor prior to service beginning.

o Auto Yard gravel grading will take place as needed and requested by KFFWO and includes surface leveling, elimination of ruts, potholes, and dips by smoothing uneven areas of gravel parking area to maintain safe walking and driving conditions and property drainage. Replenishment or removal of gravel is not required.

o Emergency and miscellaneous maintenance functions may be scheduled, and the Contractor shall provide these services in addition to the scheduled services specified in the contract. Emergency work is required when immediate action to correct or prevent loss or damage of Government Property, or to eliminate hazards to personnel or equipment. The Technical Coordinator or Administrative Officer will order these services as needed. This work must be performed by trained employees of the Contractor and may not be subcontracted. The contractor will include in their next regular invoice details of the emergency/miscellaneous service and, if applicable, materials provided as requested. The Contractor must also include a copy of the Technical Coordinator or Administrative Officer’s request and written confirmation for the additional service.

5. DELIVERABLES & SCHEDULE

Task Frequency/Timing

Snow/Ice Removal Within 5 hours of snow event

Auto Yard Grading As requested, but no more than once a year

6. GOVERNMENT-FURNISHED ITEMS

• The government will not supply any equipment or supplies. The Contractor must supply all equipment and supplies needed to accomplish the requirements of the contract.

• The government will supply gate codes and keys to Contractor personnel who have completed a background check.

7. ACCEPTANCE CRITERIA

• Objective: Ensure contractor meets time schedules and complies with performance work statement in a safe and productive manner.

o Performance Indicators: The KFFWO reserves the right to inspect the Contractor’s performance using a 95 percent inspection and validated customer complaints. When notified of a deficiency, items designated as unsatisfactory or below standard shall be corrected by the Contractor at no additional cost to the KFFWO. All corrective action must be completed within 24 hours of notification of the deficiency; if not, a deduction shall be made from the applicable month’s invoice. Failure of the KFFWO to notify the Contractor of a deficiency does not relieve the contractor of the obligation to perform services nor does it relieve the Contractor of the responsibility to ensure that quality control measures are followed to ensure contract compliance. Contract payment may be reduced for services not performed in compliance with the contract. The determination for deduction amount will be based on a standard calculation for snow removal services as established by the U.S. Fish and Wildlife Service, Contracting and General Services Contracting Officer.

o It is the responsibility of the Contractor to understand all specifications and to comply with all requirements.

o Incentives: Performance will be documented with particular attention to performance that has exceeded the standard or that has failed to meet the standard.

Meeting or exceeding performance may result in exercise of option years.

o If there is a discrepancy with the snow and ice removal service, the Contractor will be notified immediately and must respond in writing, stating plans to correct the discrepancy.

8. QUALITY CONTROL PROGRAM

• The Contractor shall institute and maintain a complete quality-control program to ensure that the requirements of this contract are provided, as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified or reported to the Technical Coordinator or Administrative Officer.

• The Contractor will maintain a file of all inspections conducted by the Contractor and corrective actions taken. This should include follow-up inspections to ensure that corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the Technical Coordinator or Administrative Officer upon request during the term of the contract.

• The contractor shall maintain a current listing of employees. The list shall include employee names, contact information, and residence information. The list shall be validated and signed by the contractor and provided to the Administrative Officer.

Updated listing must be provided when an employee’s status or information changes.

9. TECHNICAL COORDINATOR DUTIES AND RESPONSIBILITIES

• The Contractor is required to attempt to resolve all questions and/or problems with the Technical Coordinator or Administrative Officer prior to contacting the Contracting Officer (CO). The Technical Coordinator and Administrative Officer cannot change the performance requirements of the contract; only the CO may alter the terms of this contract, make applicable agreements, or obligate U.S. government funds.

• The Technical Coordinator will be responsible for continuous observations of the contractor’s performance under this contract. All observations of incomplete or defective performance, or safety and health standards violated will be recorded.

• The Technical Coordinator must issue written notices to the Contractor and will require the Contractor to reply, in writing, within five workdays after receipt, explaining reasons for the existing conditions, the corrective action, and procedures taken to prevent recurrence.

• The Technical Coordinator will inspect and accept the goods/services performed by the

Contractor; but will not sign for any services not received or not to standard.

• The Technical Coordiator will verify quantities and/or services on the vendor’s invoice.

• Inform the CO of any performance problems.

10. ACCESS PROCEDURES

• 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. Security Background Investigation paperwork shall be initiated through the Administrative Officer.

• Contractors will submit forms to the Administrative Officer who will then submit the fully executed forms to Human Resources. Refusal or failure to authorize provision of information may constitute grounds for denial or revocation of credentials. Government personnel may contact the contractor personnel being screened or investigated in person, by telephone, or in writing, and the Contractor agrees to make them available for such contact.

• Contractor will keep the Government apprised of changes in personnel to ensure that performance is not delayed by compliance with credentialing processes.

• Before access is permitted a 30-day access request notification may be required for all contractor personnel. The list for property access shall be provided to the Technical Coordinator within five working days of notification of award.

• The access request notification must include the person’s first name, last name, passport or ID card number, date of birth, and vehicle type and license plate number if driving a vehicle on government property. The access list shall be delivered in paper and electronically in Microsoft Excel or Word.

• All Government property requests shall be made through the Technical Coordinator or Administrative Officer.

• Failure to comply with these procedures will result in base access for contractor personnel being denied.

• Failure to comply with additional access requirements, or to meet the requirements, is grounds for access denial of the contractor’s personnel, and, if necessary, termination of the contract for cause.

11. AUTHORIZATION TO PERFORM

• The Contractor, in entering this contract, affirms that all necessary licenses, permits, and qualifications necessary to perform this contract have been or will be met before the performance begins.

12. ENVIRONMENTAL REQUIREMENTS

• The Contractor shall comply with all applicable local, national, and Federal environmental laws, policies, and regulations.

• The use, handling, storage, and disposal of, hazardous material shall be in accordance with government environmental regulations and procedures. Personnel must be appropriately trained.

• It is the Contractor’s responsibility to report all accidents and establish procedures for reporting or correcting unsafe conditions, hazards, or practices.

• The Contractor must ensure employees have all required safety training when engaged in activities involving government facilities, personnel, or equipment. The proof of training (certificates, etc.) must be provided upon request.

• The Contractor will immediately notify the Technical Coordinator or Administrative

Officer of all accidents/incidents involving employee use of and/or damage/injury to facilities, equipment, or personnel.

13. CONTACTS

Primary Contact:

Kimberly Flanagan Administrative Officer

KFFWO

1936 California Avenue, Klamath Falls, OR 97601 Phone: 541-591-3540 Email: kimberly_flanagan@fws.gov

Alternate Contact:

Robin Snider Deputy Field Supervisor Phone: 541-891-6816 Email: robin_snider@fws.gov

Technical Coordinator:

TBD

mailto:kimberly_flanagan@fws.gov mailto:robin_snider@fws.gov