ATTACHMENT 1 SOW Oconee Rec Site Cleaning and Mowing.pdf

STATEMENT OF WORK (SOW)

U.S.D.A. FOREST SERVICE

OCONEE NATIONAL FOREST

EATONTON, GEORGIA

Proposals For: Oconee National Forest Custodial Operations and Grounds Maintenance of Recreation Area:

Oconee Ranger District, 1199 Madison Road

Eatonton, Georgia 31024 Ph 706-485-7110

PROJECT SPECIAL PROVISIONS

CUSTODIAL OPERATIONS AND GROUNDS MAINTENANCE OF RECREATION AREA(S)

Description: The Contractor is to perform complete custodial operations and grounds maintenance as specified to ensure the facilities below are maintained in a safe, attractive, clean, and sanitary manner at all times. This contract includes custodial care of toilet/bathhouse building(s), trash and litter pickup and disposal, and grounds maintenance (grass mowing and trimming) for the entire site(s).

NAME AND LOCATION OF FACILITIES:

Recreation Site Cleaning

Frequency Mowing Frequency

Comments

Swords 2 times weekly (SS) 1 time weekly (WS)

Every 10 Days (GS)

Redlands 2 time weekly (SS) 1 time weekly (WS)

Every 10 Days (GS)

Dyar Pasture 2 time weekly (SS) 1 time weekly (WS)

Every 10 Days (GS)

Town Creek OHV Area

1 time weekly (SS) 1 time weekly (WS)

Every 10 Days (GS)

Roberts Bike Trail 1 time weekly (SS) 1 time weekly (WS)

Every 10 Days (GS)

Oconee River Rec Area

2 time weekly (SS) 1 time weekly (WS)

Every 10 Days (GS)

Scull Shoals

None 4 Times Per (GS)

Ocmulgee Bluff Equestrian Trail

1 time weekly (SS) and (WS)

2 times a month

Miller Lake 1 time weekly (SS)

2 times a month Miller Lake is closed for the (WS)

Cedar Creek Shooting Range

1 time weekly (SS) and (WS)

Every 10 Days (GS)

GS = Growing Season (April-October) DS = Dormant Season (November-March) SS = Summer Season (April-October) WS = Winter Season (November-March)

TERMS AND DEFINITIONS:

1. Safe: A condition free of hazards and not having a potential for personal injury or harm.

2. Clean: Free of impurities or foreign matter not normally a part of the original component and, if necessary, eliminating objectionable odors.

3. Sanitary: Promoting healthful conditions by the elimination of dirt, agents of disease or infection through ventilation, cleansing with disinfectants, or disposal of wastes.

4. Scrub: The use of brushes, stiff bristle (GI) type, with soap and clean water or other approved cleaning materials to produce a clean surface.

5. Contracting Officer: The Contracting Officer administering the project, acting directly or through a duly authorized representative.

GENERAL REQUIREMENTS

A. Materials and Equipment: All materials and equipment are to be provided by the

Contractor; cleaning materials and supplies such as, but not limited to mops, brooms, toilet paper, plastic trash bags, mowers, edgers and blowers etc.

B. Janitorial Supplies: Cleaning materials used shall be a product specifically manufactured for the surface to be cleaned and approved by the Contracting Officer prior to use.

C. Repairs: Contractor shall be responsible for damage (caused by the negligence of the Contractor or Contractor’s employees) to buildings, fixtures, equipment and materials in connection with performance of this contract.

D. Work Signs - Out-of-Order, Cleaning/Servicing etc.: The Contractor shall place specified signs when cleaning/servicing any during operations. Every reasonable effort is to be made to keep the restrooms always open. Special precautions should be used when mowers, edgers, or other equipment are operated within the vicinity of the general public, their vehicles and property. The work/caution signs and barricades are a part of the contractor provided supplies.

E. Closing Area: The Contractor will not be allowed to close the area without instructions from the Contracting Officer.

F. Safety and Accident Protection: The Contractor shall comply with all applicable Federal, State, and local laws, ordinances, and regulations governing safety, health, and sanitation, and shall provide all safeguards, safety devices, and protective equipment, and shall take any other needed actions, on his own responsibility that are reasonably necessary to protect the life and health of employees on the job and the safety of the public, and to protect property in connection with the performance of the work covered by the contract.

USE OF RECREATION AREAS

H. Contractors are advised that recreation areas are for the convenience and safety of the users and that customer service is of primary importance.

I. The Contractor's personnel are not to accept payment or gratuities from the public for any services rendered. The Contractor is cautioned concerning the following items:

1. Do not distribute commercial items.

2. Do not attempt to be a law enforcement officer. Employees will not be permitted to wear simulated law enforcement clothing, badge/shield, etc.; nor will they be permitted to have firearms on the rest area property. Contractor's personnel shall cooperate with duly constituted law enforcement officers in the performance of their duties.

3. All misplaced/lost items found at the site shall be turned over to a Forest Service

District employee. Each item shall be tagged showing date and place found, description of item and signature of finder.

J. The Contractor or his employees will be limited to personal items on the premises as follows:

1. Items such as lunch boxes and ice chest/cooler, and personal protective gear. Other items may be permitted with the approval of the Contracting Officer. Weapons will not be permitted on site under any circumstances.

K. The Contractor will not be permitted to change or re-key locks or install any type of device without prior approval of the Contracting Officer.

L. The Contractor will not be permitted to set up temporary utility building(s), trailer(s), vehicles, etc. for storage, office, etc.

PERSONNEL REQUIREMENTS

A. General: The Contractor is to make his own review of the contract requirements for work included herein and in conjunction with actual job site conditions. The Contractor is responsible for all work included herein.

Additionally, the Contractor's personnel are to be polite and assist the public with information and aid in such a manner as to reflect favorably on the Forest Service and Contractor providing the service. The Forest Service reserves the right to require the Contractor to replace any employee deemed unqualified, displaying unfavorable personal conduct or appearance and/or making a bad reflection of the Forest Service to the public.

Staffing: The Contractor shall provide qualified personnel to always satisfy the contract objective.

Supervisor:

The Contractor's Daily Operations Supervisor shall be available by telephone and/or telephone pager 24 hours a day for immediate contact. The supervisor shall have the authority to take immediate action to correct conditions determined by the Contracting Officer to be unsafe, unsanitary, or unsatisfactory. The Daily Operations Supervisor shall be located within (??

hour's) travel time from the area. In addition to supervision as specified above, the supervisor shall be required to follow-up on public complaints and problems with personnel.

RECREATION AREA BUILDINGS

The Contractor's responsibilities shall include, but not be limited to the following:

Toilets/bathhouses must be thoroughly cleaned inside and outside so that they present a clean, sanitary appearance and are virtually odorless. Contractor shall provide all necessary labor, supplies, equipment and materials for the maintenance of these areas.

Cleaning Schedule for Toilet/Bathhouse Buildings:

A. CLEANING ROUTINE:

For the time of this contract clean toilets/bathhouses on Monday and Thursdays follows:

Oconee schedule

1. Sweep floor - dust walls and ceiling for cobwebs.

2. Empty receptacles.

3. Refill dispensers.

4. Clean toilet partitions (Lake Sinclair only), dispensers, waste receptacles and doors.

5. Sanitize/clean toilet bowls and risers inside and out. (Please adhere to the attachment

B at the end of this document, Cleaning Solutions and Methods)

6. Sanitize/clean seats. (Please adhere to the attachment B at the end of this document, Cleaning Solutions and Methods)

7. Sanitize/clean urinals. (Please adhere to the attachment B at the end of this document, Cleaning Solutions and Methods)

8. Sanitize/clean showers/seats (none currently)

9. Clean lavatories.

10. Clean hardware. (Push/pull plates, bars kick plates, etc.)

11. Clean mirrors.

12. Mop floor (scrub with brushes when needed)

13. Refill deodorant container (or use spray deodorant).

14. Remove graffiti.

15. Scrub walls and floors (especially around and under urinals, toilets, and lavatories) with brush and approved cleaning agent; dry tile, metal, etc.

16. Clean all exposed pipe, hinges, latches, escutcheons and fittings.

17 Scrub concrete floors with concrete cleaner.

18 Inspecting and reporting any need for major repairs such as leaks in roof, damage to doors, windows, gutters and downspouts, etc.

19 Leaning exterior of building to keep clean of dirt, mildew, bugs, etc.

MAINTENANCE OF GROUNDS

General: The term "GROUNDS" includes, but is not limited to, parking lot areas, lawns, driveways, roads, walkways, picnic areas, camping areas and undeveloped areas within the site. Contractor shall provide all necessary labor, supplies, equipment and materials for the maintenance of these areas.

The site shall be considered as the area (See attached Maps)

I. VEHICULAR/PEDESTRIAN AREAS

Areas such as sidewalks, curb and gutters, parking lots and drives shall be kept free of litter, debris, trash, and grass/shrub clippings. Sidewalks are to be swept to maintain a clean and non-littered appearance.

Other areas (parking lots, curb and gutters and drives) are to receive weekly trash/litter pickup. Trash/litter sweepings are to be picked up and properly disposed of; DO NOT sweep trash into grass areas, ditches or water bodies.

II. ACCESSORIES

A. Trash Receptacles: Utilize Forest Service provided trash receptacles. Always use plastic liners in all trash receptacles. Empty all receptacles at least once weekly, and more frequently during periods of heavy use. Never allow a trash receptacle to overfill.

Wash/scrub the inside and outside of each trash receptacle monthly to maintain odor free containers. Use disinfectant.

III. A. Cooking grills and fire rings are to be cleaned of ashes, charcoal pieces, trash, leaves and debris and removed from the site.

IV. TRASH DISPOSAL:

A. Trash will be disposed of after each collection at an approved municipal or commercial trash disposal facility.

V. LAWN MAINTENANCE

The following are specific guidelines for maintaining by mowing recreation sites and one administrative site on the Oconee Ranger District of the Chattahoochee-Oconee National Forest.

These are developed recreation sites located in Putnam, Jones, Jasper, Morgan and Greene County Georgia. Maps will be provided.

The recreation areas that are to be treated will be mowed and are mapped with the locations provided by the Oconee Ranger District personnel. There are eight recreation sites and one administrative site The appropriate supplies and specifications for mowing the recreation sites (Attachment A) will not be provided by the Government. Appropriate equipment, supplies, and labor will be furnished by the contractor.

MOWING MAINTENANCE OF RECREATION SITES

1) Any trees or parts of trees five inches in diameter or less that have fallen in recreation site due to high winds, etc., will be removed before mowing by the contractor. No trees shall be cut without the permission of the Forest Service. Contractor should walk over area in recreation site prior to mowing. Large pieces of metal, rock, etc may have been dumped. The large pieces of debris (metal, tires, etc) are to be removed from the site by contractor. Proper warning signs should be placed when working in areas adjacent to pedestrian traffic or vehicles.

2) All designated quality recreation sites will be completely mowed by rubber-tired grooming or finish mowers. Mower Grasses should not be mowed lower than 2 inches. For areas that cannot be reached with mower a weed eater will be used. Weed eating will be used around signs, fee tubes, wheel stops and curbs. Debris, grass clippings leave etc. shall be removed by blowing or sweeping from sidewalks, sides of building, curbs, parking lots and roads.

3) All Safety equipment must be included with mower. A safety inspection should be done prior to operating the mower to make sure the brakes have no fluid leaks, and other equipment is functioning properly. Fuels should not be poured on the ground. During inspections if gas and oil residue is found the contractor will be required to clean up the area.

4) All trash will be the responsibility of the contractor to discard of properly. No empty bags of trash will be left near any of the project sites.

5) Most areas will be opened for the Contractor prior to mowing. An employee from the Forest

Service will be available to unlock the gates to the recreation sites. Contractor will need to let the Forest Service inspector know when they will need the gates opened. Contractor is to lock gate after they have finished the mowing.

6) Any adjustments or alterations to these specifications must be discussed and agreed upon in writing by Forest Service COR and operator before any activities in the field are carried out.

Oconee Recreation Sites

Oconee Rec. Sites County Oconee River Greene Town Creek ATV (Penfield Hunt Camp)

Greene

Roberts Bike Camp Greene Dyar Pasture Greene Redlands Greene Scull Shoals Greene Swords Morgan Ocmulgee Bluff

Jasper

Miller Lake Jones

For the purpose of this contract the growing season is defined to be April - October

A. Mowing of Turfgrass:

1. Debris or trash in lawn shall be removed prior to mowing.

2. One mowing cycle shall be performed at each site bi-weekly, with the duration between mowing no longer than 14 days during the growing season, in order to maintain a clean, neat appearance. It is intended that the work of mowing will be completed in a neat, uniformly cut manner. Gapped or rolled down, uncut streaks of turfgrass will not be considered acceptable. The height of the mowing cut will be no less than 3 inches. Special attention shall be given by the Contractor to avoid "scalping" of any areas of turfgrass.

3. All mowing equipment shall always have deflector shields or bag attachments in place. Excess clippings shall be removed from turf areas, sidewalks, drives, etc., and blown off building sides, glass surfaces, structures or other fixed objects after each mowing.

4. Mowing shall not be done on Saturdays, Sundays or holidays unless approved in advance by the Contracting Officer. All elements of a mowing at each site shall be COMPLETED WITHIN A 36-HOUR PERIOD. No partial mowing will be allowed unless the weather forces delays. If rain or wet turf conditions exist, the Contractor shall finish the cycle as soon as favorable conditions exist.

VIII. Damages:

The Contractor will be held liable for all damage done, as a result of his operation, to fixed objects such as signs, posts, buildings, and all vegetation including turf, trees, shrubs and desirable natural growth. Damage shall include among other things;

skinning, scraping, breaking of tree limbs or gouging of trees or shrubs, and rutting, scalping or tearing turf.

Costs associated with damages caused by the Contractor to plant material will be assessed based on current cost to replace with like material of equal size or an equivalent combination.

All turf damage repairs shall be made by the Contractor as herein specified. Seed shall meet purity and germination requirements as specified by the Contracting Officer. Only friable topsoil shall be used to fill any depressions, ruts, etc., prior to seeding.

All other property damage will be assessed for actual replacement costs including labor, materials, and equipment.

The Contractor will be billed for all costs related to the damages caused by his operation or be required to repair the damages as directed by the Contracting Officer.

PERFORMANCE OF WORK

The Contractor's attention is directed to the need for the timely performance of services provided for under this contract because the health, safety and convenience of the public is the essence of the service. When the Contracting Officer observes, the Contractor has failed to adequately perform any of the services for which the Contractor is responsible, the Contracting Officer or a designee will take the following action:

Custodial and Grounds Services

A. Non-Compliance: When services (janitorial cleaning, grounds maintenance, etc.) are not provided in accordance with the contract, the Contractor's Daily Operations Supervisor will be notified and directed to perform the services within twenty-four hours.

B. Follow-up on Non-Compliance: An inspection of non-compliance items will be made after twenty-four hours by the Contracting Officer. The Contractor’s Daily Operations Supervisor will be asked to accompany the Contracting Officer’s Representative during the inspection. If the inspection shows the item or items have been corrected or satisfactory and continuous progress is being made, the previous notice will be rescinded; however, if non-compliance still remains, the Contractor's Daily Operations Supervisor will be given notification in writing with copy of non-compliance mailed to the Contractor's company address.

F. Services Restored by the Contracting Officer: If the Contractor fails to prosecute the work as directed or fails to perform the work in a satisfactory manner, the Contracting Officer may proceed to have the work performed with other forces. The cost of the work so performed including materials, labor, and equipment will be deducted from payment due the Contractor on his contract.

COMPENSATION:

The Forest Service agrees to pay the Contractor one twelfth of the lump sum per month for services described herein upon receipt and approval of an invoice for the monthly period invoiced.

Each invoice submitted to the Forest Service for payment shall include a copy of all weekly inspection forms, training records and work logs, etc. completed by the Contractor during the monthly period invoiced.

Monthly Submittal Data required for processing payment is as follows:

1. Monthly invoice for services rendered in IPP

2. Supervisor's Monthly Work Log and monthly inspection forms.

3. Employee Monthly Work Log

Repairs: Reduction on repairs or non-performance of services will be handled as previously specified.

INSPECTION AND ACCEPTANCE

1) Inspection of work performance under this contract shall be made by the Contracting Officer’s Representative or the designated inspector as the work progresses at such intervals as are necessary to insure compliance with the contract specifications and provisions.

Upon completion of work on an all sites specified by the COR, the Contractor shall notify the COR that work is completed, and the COR shall make an overall inspection of the work completed. If the work is not accepted by the COR, the Contractor shall complete any remedial work required prior to payment.

2) Unsatisfactory Work

In the event any of the work does not meet the specifications through the fault or negligence of the Contractor, such work shall, upon request of the COR, be made to conform to specifications by the Contractor at his expense. Cost of re-inspection by the Government will be charged to the Contractor.

3) Basis of Payment

Payment will be made upon satisfactory completion of the work as described and acceptance by the Contracting Officer.

Bids will be made per site (attachment A above). The Contractor price per site will be fixed throughout this contract. Sites to be mowed will be determined by the COR prior to any work being done. COR determines whether all sites or a portion off the sites need mowing. COR also determines schedule of mowing. Contractor is responsible for attaining the information about sites to mow, and when to mow, prior to any work being done.

FOREST SERVICE RESPONSIBILITIES

A. Administration:

The Forest Service will provide personnel for administering the terms and conditions of this Agreement. The Forest Service will be responsible for obtaining quotes and issuances of purchase order contracts for repairs.

B. Renovation Work:

If the Forest Service deems it appropriate to do renovation work to the facility during the life of the contract, the Contractor will not be in any way responsible for this work or its cost. The Contractor will be required to cooperate with any other Contractor doing work for the on the site.

C. Grounds, Parking Lot and Roadway:

The Forest Service will be responsible for placement and repairs to pavements, parking areas, sidewalks, curbs, area lights, (walkway, roadway and parking areas) roadway signs and pavement markings.

E. Utilities:

All public utility services contracted by the Forest Service will be paid for by Forest Service.

F. Inspections:

The Contracting Officer’s field representative (COR) will conduct frequent, unscheduled inspections and maintain a log noting conditions and compliance with contract provisions and quality of workmanship.

G. Contractor Personnel:

The Forest Service will not be responsible in any way to the Contractor's personnel for damages, destruction or loss, from any cause, to the Contractor's equipment, supplies, materials or tools or the personal property of the Contractor's personnel. The Contractor will be responsible for all repairs, regardless of cost, resulting from the negligence of the Contractor or Contractor's employees. The Forest Service will not participate in the cost of such repairs.

STANDARD SPECIAL PROVISIONS

Listing of Standard Special Provisions

Supervisor's Weekly Work Log (Blank)

Employee Monthly Work Log, Custodians and Supervisor

Janitorial Supplies (Sample)

Janitorial Supplies (Blank)

Rest Area Contract Non-compliance Notification

Recreation Area Contract Maintenance

SUPERVISOR'S WEEKLY WORKLOG

Location: Date:

Site:_________ Route_________ County___________ __________to___________20___

DAY SHIFT IN OUT HOURS COMMENTS

SUN

MON

TUE

WED

THU

FRI

SAT

Total

Hours

Instruction: Each job site review shall consist of a minimum of one hour.

Reviews are to be conducted on random days/random times, seven days a week, Sunday through Saturday Note: The Supervisors Weekly Worklog is to be completed at the end of each review and posted at a designated place at the site.

The original Supervisors Weekly Worklog is to be submitted with the monthly invoice for payment.

USDA Forest Service

EMPLOYEES MONTHLY WORKLOG

CUSTODIANS AND SUPERVISOR

Location Route:__________

County:____________

Site:

Date: _______ to_________ 20_____

Name and S.S.# Date: List Number of Hours Each Custodian Worked on Each Shift Custodians Shift 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Name: 1

S.S. # 3 Name: 1

S.S. # 3 Name: 1

S.S. # 3 Name: 1

S.S. # 3 Name: 1

S.S. # 3 Name: 1

S.S. # 3 Name: 1

S.S. # 3 Name: 1

S.S. # 3 Supervisor: Reviews conducted random days/random times, each review a minimum of one hour.

Name: 1

S.S. # 3

JANITORIAL SUPPLIES

Location: Contract Time:

Route ___________ County __________________ From_________to _________

ITEM # BRAND NAME: MANUFACTURER: OK

TRASH CAN LINERS 1

High quality heavy duty 1.5 mil thickness.

Capacity 40-45 gallons, Size 40x48 inches

LIQUID TOILET BOWEL

CLEANER

A non-acid formulation with deodorant and germicide properties.

DISINFECTANT 1

A limited germicide type, suitable for general cleaning. A combined cleaner, germicide and deodorant. 3

GENERAL PURPOSE

CLEANER

Industrial strength cleaner with neutral pH formulation, suitable for most surfaces, penetration type solvents for removing most soils.

TOILET TISSUE 1

High commercial quality, unglazed, soft, single ply; minimum 4X4 sheet size, minimum 300 sheets per roll, biodegradable material safe for sewer and septic tanks. 4

NOTE: List additional items on next page.

JANITORIAL SUPPLIES

Location: Contract Time:

Route ___________ County __________________ From________to ___________

ITEM # BRAND NAME: MANUFACTURER: OK

NOTIFICATION OF RECREATION AREA CONTRACT NON-COMPLIANCE

FOR JANITORIAL & GROUNDS MAINTENANCE

TO: ______________________________ FROM: ___________________________________

DATE: ______________________________ PROPOSAL NUMBER: _____________________

ROUTE: _____________________________ COUNTY: _____________

Custodian(s) On Duty: __________________________________ (Note: Custodian(s) are requested to notify contract supervisor immediately concerning this notice).

Please be advised that the following item is in Non-Compliance and reduction in compensation is in effect (24 hour limit to correct non-compliance):

Description of Non- Compliance Item

Date & Time of 1st Inspection Date & Time of 2nd Inspection

Percent or Dollar Amount of Reduction

The reduction in compensation begins with the above date and time of the second inspection.

The above Non-Compliance item was corrected on the following date and time: ________________________.

Number of days in Non-Compliance: _______________.

If the contractor fails to perform the work in a satisfactory manner, the Contracting Officer may proceed to have the work performed by DOT or with other forces.

Janitorial & Grounds Services

Or Repairs Costs by Other Forces, Vendors, Other Contractors, Etc.

Material Cost $ Materials $ Labor Cost $ Labor $ Equipment Cost $ Total $ Total $

Amount of Total Reduction $__________. Forest Service Inspector Signature _______________________________

Check Here _____, if this notification is rescinded. Date _______________________________

Contractor: Please notify Contracting Officer when you have corrected item(s).

Attachment B