Attachment 1 Performance Work Statement.docx

Contents

Project Title Three Creek SnoPark Plowing

1.0 General Information

1 Background and Purpose: The Three Creek SnoPark is a primary access point to public lands for winter recreation as well as special use operations. A partnership with ODOT provides funding for a contract to maintain this access point during the winter months. This work meets the agency mission of providing access to public lands, support special use permittees who provide a public service, and providing a safe place to park with sanitation facilities for the protection of the natural resources.

1.1 Outline of Services: The Contractor shall furnish all labor, supervision, management, tools, materials, equipment, facilities, transportation, and other items necessary to provide the services outlined below and described in this Performance Work Statement (PWS).

1.2 Project Location: The project areas are located within the Deschutes National Forest

See Attachment 2 Upper Three Creek Map for service locations. Locations are as follows:

Forest Road 16

Remove snow from roadway to within 1” of the paved surface. Minimum width shall be 22 feet to allow for two way traffic from approximate milepost 4 to the junction of Forest Road 1620 and 14 feet for entering one way traffic from the junction of Forest Road 1620 to the gate.

Forest Road 1620

Remove snow from roadway to within 1” of the paved surface. Minimum width shall be 14 feet for exiting one way traffic.

Forest Road 1620890

Remove snow from roadway to within 1” of the paved surface. Minimum width shall be 14 feet to allow for exiting one way traffic.

Upper Three Creek Snow Park

Remove snow to within 1” of paved surface in the area specified by the Forest Service. Snow berm storage shall be located 10 feet beyond the parking lot. Entrance to snow park shall be plowed to a minimum width of 22 feet.

Lower Three Creek Snow Park (Upon Request)

Remove snow to within 1” of gravel surface in the area specified by the Forest Service. Snow berm storage shall be located 10 feet beyond the parking lot. Entrance and exit to the snow park shall be plowed to a minimum width of 14 feet to allow for one way traffic.

1.3 Background: This work is funded in cooperation with the Oregon Department of Transportation (ODOT) with the U. S. Forest Service. These snow parks are designated winter recreation parking locations by the State, who provides a limited amount of snow removal funding through the Winter Snow Parking Permit program through ODOT. If ODOT fails to receive funding, appropriations, limitations or other expenditure authority which prohibits ODOT from reimbursing the Forest Service, then this contract may be terminated after minimum guarantees have been met.

Work shall be completed during the Winter Snow Park Season of November 1st 2023, through April 30th, 2024. Contractor shall regularly check snow depths on the roads and parking areas and shall plow the entire area when average snow depth at the parking area reaches or exceeds a trigger depth of 5” of snow accumulation. The Contractor shall contact the COR for authorization prior to conducting maintenance on access roads when the 5” snow depth trigger is not reached in parking areas (occurs infrequently; typically due to the need for slush removal, or from drifting caused by heavy wind). Contractor shall notify the COR each time the trigger depth has been reached and they plan to plow.

1.4 Contract Type: This is a requirements contract with a period of performance that will be a base plus one option year. Task Orders will be issued for the amount of services the Forest Service needs.

1.5 Period of Performance:

1.5.1 Base Items 1 shall be: Oct 1 2023 September 2024

1.5.2 Option item 2 may be: Oct 1 2024 September 2025.

1.5.3 Winter Snow Park Season November 1st through April 30th, each year.

1.6 Government Regular Working Hours: The Government's regular working hours are from 0700 to 1700, five days per week, Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS.

No snow plowing shall occur from 7:00 am to 6:00pm Saturdays, Sundays, and Observed Holidays except requested by the Forest Service. For clarification it is expected that, should the need for plowing exist, operations will occur prior to 7:00 am on weekends and holidays.

1.8 Service Interruptions: If any services must be interrupted (even temporarily) due to maintenance of contract work, the Contractor shall notify the CO, and COR at least three working days in advance. If the service is due to an emergency breakdown the Contractor shall notify the CO and COR as soon as practicable.

1.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The CO and/or COR shall meet periodically with the contractor to review the contractor's performance. At these meetings the CO will apprise the Contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

1.10 Project Manager (PM): The Contractor shall provide a PM and designated alternate, as applicable, who has full authority to act for the Contractor on all contract matters relating to this contract.

1.11 Quality Assurance: The contractor shall comply with the quality assurance program as defined in the Quality Assurance Surveillance Plan. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level(s) (AQL). Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PWS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

1.12 Contracting Officer’s Representative (COR): A COR may be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

Contractor Requirements

2.0 Technical Requirements / Tasks

The requirement is dictated by weather and amount of snow received in any given winter. Contractor shall be responsible for snow plowing and sanding during the period of performance of each Task Order.

Contractor will be responsible for any damage to property caused by his/her personnel or equipment in the process of completing work. Damaged items shall be repaired or replaced by the contractor at no additional cost to the Government. Property damaged that causes a safety hazard to others will be repaired immediately.

2.1 Tasks:

Task A. Snowplowing:

i. Plow snow and/or berms for the roads and parking areas indicated on attached Attachment 2 Upper Three Creek Map.

ii. Ensure paved areas are safe for vehicle or pedestrian traffic.

iii. Services may include up to seven (7) days per week when snowfall depth exceeds five (5) inches or when Contracting Officer Representative (COR) notifies contractor that conditions warrant performance.

iv. Services may be up to twice per day or if called out by the COR. Contractor shall exercise good judgement during times of snowfall so that duplication of effort does not occur.

v. If COR determines conditions warrant additional plowing services, performance response time shall be within six hours.

Performance Work Statement (PWS) Three Creek SnoPark Plowing

vi. Services required when 5 “ inches of snow accumulation is reached.

3.0 PERFORMANCE REQUIREMENT MEASURES

Pile snow in accordance with PWS Periodic surveillance by the COR or

Substantiated customer complaint.

Measurement and Payment: Customer complaints will be substantiated by the Contracting Officer Representative (COR) for validity. Should the COR determine that the complaint is valid, the COR will inform the Contractor orally and in writing and give the Contractor additional time to correct the defect, if additional time is available to make a correction. The COR will determine how much time is available.

Should the Contractor disagree with the complaint after investigation of the site, the Contractor shall notify the COR. The COR will review the matter to re-examine the validity of the complaint.

Contractor shall notify the COR within 24-hours of work completion. The Government will visually inspect the services for compliance prior to acceptance and issuing any payments. Inspections will consist of direct observations. Any Government personnel or visiting public may observe unacceptable services, incomplete work, or required services not performed and they may contact the COR to communicate a complaint.

4.0 DELIVERABLES: Provide the following Deliverables.

5.0 Government Furnished: The Government will only be providing maps for location(s) of work to be performed. See attachments

6.0 Travel: The Contractor shall be responsible for all travel to and from the work site locations.

7.0 Contractor’s Key Personnel: See PWS Paragraph 1.10 – provide Program Manager notify the Government if any changes to Key Personnel occur during performance of contract.

8.0 DEFINITIONS

8.1 Contracting Officer. 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 acting within the limits of their authority as delegated by the contracting officer. "Administrative contracting officer (ACO)" refers to a contracting officer who is administering contracts. "Termination contracting officer (TCO)" refers to a contracting officer who is settling terminated contracts. A single contracting officer may be responsible for duties in any or all of these areas. Reference in this regulation (48 CFR chapter 1) to administrative contracting officer or termination contracting officer does not- Require that a duty be performed at a particular office or activity; or Restrict in any way a contracting officer in the performance of any duty properly assigned.

8.2 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 the contract.

8.3 Contracting Officer Representative (COR). The Government employee designated by the Contracting Officer to be responsible for monitoring of Contractor performance. A COR will be assigned to this contract to monitor all technical aspects and assist in contract administration. The COR may be authorized to perform the following functions: Assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communication with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements (without increasing or decreasing contract scope), including Government drawings designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of deficiencies; and provide site entry of Contractor personnel. The COR is not authorized to change any of the terms and conditions of the contract.

8.4 Non-Personal Services: The personal rendering the services are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Non personal service contracts are authorized by the government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

9.0 Operating Constraints

Work shall be performed in a manner to preserve and protect roads, appurtenances, to prevent erosion, damage to roads, streams, and other Forest values.

a) Banks shall not be undercut nor shall gravel or other surfacing material be bladed off the road.

b)) Drainage ditches shall be functional when needed during operations and upon completion of operations.

c) Snow removal shall be controlled to identify the traveled way (the portion of the roadway designated for the movement of vehicles, including curve widening, exclusive of shoulders). Over-width plowing shall be reshaped as necessary to define the usable width.

d) Contractor shall erect safety signs when operating any equipment on the roadway. Signs shall meet requirements of the latest edition of the Manual on Uniform Traffic Control Devices.

e) Contractor shall: space, construct, and maintain drainage holes in the dike of snow or berm caused by snow removal operations. Drain holes shall be placed to obtain surface drainage without discharging onto erodible fills.

f) All blades or plows shall be equipped with shoes or runners to keep the blade a minimum of specified inches (below) above the road surface unless agreed upon in writing by the Contracting Officer. When plowing snow from a paved surface, the blade or plow may come in contact with the paved surface.

g) Equipment shall be of the size and type commonly used to remove snow under highway conditions and shall not cause damage to existing paved and gravel surfaces.

EQUIPMENT

a) Contractor may use any type of equipment generally used to remove snow, providing the type or use of equipment is not restricted in the current Deschutes National Forest Commercial Road Rules document, and the equipment used to remove snow shall not cause damage to the road. All equipment anticipated to be used in this contract shall be provided and include the following information: year, type, make, model, and any special attachments that may be used.

b) The Forest Service will perform inspections on Contractor’s equipment prior to start of work (not prior to award).