Attachment 1- Statement of Work.pdf

RFQ 12444123Q0031

Attachment 1

US Department of Agriculture (USDA)

Statement of Work

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements ................................................................................................................. Error! Bookmark not defined.

3.0 Schedule/Requirements/ Tasks .............................................................................................. Error! Bookmark not defined.

4.0 Compensation/Forest Service Responsibilities

5.0 Deliverables / Site Specific Requirements .............................................................................. Error! Bookmark not defined.

6.0 Contractor’s Key Personnel .................................................................................................... Error! Bookmark not defined.

7.0 Non-Compliance ..................................................................................................................... Error! Bookmark not defined.

Project Roan Mountain Recreation Area and Poplar Boat Launch Janitorial and Grounds & Lawn Maintenance

General Information

1.0 Scope of Work

This project is to provide janitorial services and grounds & lawn maintenance for Roan Mountain Recreation Area and Poplar Boat Launch, including but not limited to: trash removal and disposal off-site, cleaning of restroom facilities, and lawn maintenance of grassy areas and numerous picnic areas. The service period for Roan Mountain will be May 24- September 30 and the service period for Poplar will be May 1- September 30.

2.0 Background

Roan Mountain Recreation Area is located on the Appalachian Ranger District of the Pisgah National Forest within Mitchell County, North Carolina. This high-elevation, scenic area is home to the largest natural rhododendron gardens with close access to the Appalachian trail. In mid-June the rhododendron are in full bloom with peak visitation. Roan Mountain is accessed from Bakersville, NC by NC State Hwy 261 North or from Roan Mountain, TN by Tennessee State Hwy 143 South.

Roan Mountain Recreation Area has two main restroom facilities with a total of 12 flush toilets and 12 sinks. The Cloudland restroom is located at the Cloudland paved parking area. The restroom building is 480- square feet with a plumbing alley. The building is surrounded by 134 lineal feet of 6 ft width sidewalk with an exterior drinking fountain located on the east side of the building. There are 8 separate restrooms consisting of a toilet, sink, mirror, infant or child station with a wall mounted combined paper towel dispenser, soap dispenser and waste container. The flooring is ceramic tile with a center drain. The interior walls are cinderblock with an epoxy paint finish. The doors are 3.0’ by 6’-8” painted metal with metal jambs. The second facility is located approximately ¼ mile to the west at the Roan Garden visitor parking with aggregate surface. The facility serves as an interpretative center and restroom. The restroom building is 210- square feet with a plumbing alley. There are 4 separate restrooms consisting of a toilet, sink, mirror, infant or child station with a wall mounted combined paper towel dispenser, soap dispenser and waste container. The entire facility is surrounded by 1800 square feet of concrete surfaced walkways with an exterior drinking fountain. The janitorial services apply to the restroom facility interior and exterior, the drinking fountain, the two double waste collection containers and the concrete walkways surrounding the building.

At the Cloudland parking area there are 8 picnic tables and 2 pedestal grills located on the perimeter of the parking area. The Roan Garden Picnic Area is in the southwestern corner of the Roan Garden parking area and has 12 picnic tables and 6 pedestal grills. Between the two parking areas there are 7 double unit bear-safe garbage receptacles.

Poplar Boat Launch is located on the Appalachian Ranger District of the Pisgah National Forest in Mitchell County. Access from Burnsville, NC by taking NC State Hwy 197 North for 5 miles, left onto NC SR 1338 for 4.8 miles to NC 1321 for 3.5 miles then a left onto Forest Road 5580 to Poplar Boat Launch. Poplar Boat launch is comprised of a parking area, boat ramp, vault toilet with 2 holes, and 2 double unit bear-safe garbage receptacles.

The contract includes janitorial services for the vault toilet facility, garbage collection and disposal off-site, and grounds/lawn maintenance for the grassy areas.

3.0 Schedule/Requirements/Tasks

Schedule: The Schedule of Items consists of tasks to be performed on the Roan Mountain Recreation Area and Poplar Boat Launch and the time periods the tasks are to be performed during the calendar year. See Attachment 2.

A. Janitorial Services

Roan Mountain

Within the season of May 24 THRU September 30

May 24 to June 1 requires 2 janitorial cleanings per week, or seven-day period. These service days are to occur on a Monday and Friday each week.

The month of June requires services which are to occur on Monday, Wednesday, Friday, Saturday, and Sunday each week.

Monday, Wednesday, and Friday in June will require 1 service per day. Saturday and Sunday will both require 2 services each day.

The first weekend service should occur by 10am and the second weekend service should occur no earlier than 3pm and no later than 6pm each Saturday and Sunday.

July 1 thru September 30 requires 2 janitorial cleanings per week, or seven-day period occurring on a Monday and Friday each week.

Independence Day and Labor Day weekends both require 2 additional cleanings, once on Saturday and once on Sunday. See attachment for sample June schedule of services. See Attachment 3 for sample June services.

Poplar Boat Launch

Within the season of May 1 THRU September 30

May 1 thru September 30 requires 2 janitorial cleanings per week are required. The service days are to occur on a Monday and Friday each week

The contractor’s responsibilities shall include but are not limited to the following list of Janitorial Services for Roan Mountain and Poplar Boat Launch and the contractor shall provide all necessary labor, supplies, equipment and materials for maintenance of these areas: Recreation area buildings, restrooms and vault toilets.

Daily Cleaning Routine

1. Sweep and wet mop floors, scrub soiled spots when necessary

2. Dust walls and ceiling for cobwebs

3. Empty all garbage receptacles

4. Refill dispensers including hand towels, hand soap, and toilet paper to maximum capacity

5. Clean walls, waste receptacles, and doors

6. Sanitize and clean toilet bowls and toilet seats and/or vault toilet interior and exterior

7. Clean hardware (push plates, kick plates, etc)

8. Clean mirrors

9. Remove graffiti (after COR has been notified and approves cleaning agent)

10. Sweep exterior building removing insect and animal nests

11. Clean exterior building to remove dirt and mildew

12. Sanitize and clean water fountain

13. Inspect and report any need for major repairs such as leaks in roof, damage to doors, windows, gutters and downspouts, etc.

General

1. No flammable liquids shall be stored in buildings without written approval from the Contracting

Officer

2. Materials, equipment stored in utility/storage building will be kept neat and orderly

3. Chemicals or hazardous materials are to be stored in designated areas in accordance with manufacturer recommendations

B. Maintenance of Grounds

“Grounds” includes, but is not limited to; parking areas, lawns, drives, paved walkways, picnic areas, and developed areas within the site. The contractor shall provide all necessary labor, supplies, equipment, and materials for the maintenance of these areas.

1. Lawn Maintenance

a. Lawn maintenance is to be performed every 3 weeks during the contract, beginning the week of May 1 for Poplar and beginning the week of May 24 for Roan Mountain.

b. Maintained grassy areas shall be kept mowed and/or trimmed in a neat, uniform matter.

Maintained grassy areas include but are not limited to: around the restroom facilities, parking lot islands, garbage receptacles, picnic tables, and sidewalks adjacent to the parking lots and restroom facilities. The COR will identify areas to mow as well as areas to not mow.

c. Debris and trash shall be removed prior to mowing

d. All lawn maintenance equipment shall have bags or deflector shields in place at all times.

Excess clippings shall be blown off walkways and parking areas. Proper care shall be exercised, and warning signs shall be placed when working around pedestrians or vehicles.

e. Mowing shall not be conducted on weekends or during the rhododendron festival unless approved by the COR. All mowing elements shall be completed during a 36-hour period unless weather forces delays.

f. Trimming shall be conducted as necessary around trees, shrubs, fences, signs, poles, and other structures.

g. Charcoal and ashes shall be removed from grills and disposed of properly or as directed by COR. The materials are not to be disposed of at the site.

h. The contractor will be held liable for all damage as result of maintenance operations to fixed objects such as signs, posts, buildings and all vegetation including turf, trees, shrubs, and natural growth. Costs associated with damage to the plant material caused by the contractor will be assessed based on current costs to replace with like material. The contractor will be billed for damages or instructed to repair the damages as directed by the CO.

2. Vehicle/Pedestrian areas

Sidewalks, gutters, parking lots and drives shall be kept free of litter and grass clippings. Trash is to be picked up and disposed of, not swept into grass areas or ditches

3. Trash receptacles

a. Trash is to be collected twice weekly on a Monday and Friday at a minimum. More frequent trash collection may be necessary during periods of heavy use at Roan Mountain, such as the month of June and holiday weekends.

b. Waste is to be collected from in and around trash receptacles and liners are to be replaced with approved liners. Wash the inside and outside using disinfectant solution monthly to maintain odor-free containers.

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

d. If the site contains recycling containers, the Contractor shall be required to empty the recycling containers, sort and dispose of recycling materials at an approved recycling facility

4.0 Compensation/Forest Service Responsibilities

A. Compensation: The Forest Service agrees to pay the contractor for services described herein upon receipt and approval of an invoice for the monthly period(s) invoiced. Payments will be full compensation for all work covered in this contract including but not limited to, furnishing labor, equipment, transportation, supplies and materials necessary to complete the work. Payments shall be submitted through the IPP system.

B. Forest Service Responsibilities: The Forest Service will be responsible for repairs due to normal wear and tear, renovation work, repairs to pavement, parking areas, sidewalks and curbs, maintaining the water supply and public utilities. The COR will conduct frequent, unscheduled inspections and maintain documentation noting conditions and compliance with contract requirements. The COR will communicate with the CO regarding contract compliance.

5.0 Deliverables and Site-Specific Requirements

CONTRACTOR-FURNISHED PRODUCTS, SUPPLIES AND EQUIPMENT

Contractor is to provide supplies including paper products. Contractor shall purchase and use Bio-Based Products in accordance with 7U.S.C.8102(c)(3) and FAR 52.223-1 Biobased Product Certification submitted by the Contractor.

Contractor shall purchase supplies in accordance with 48 CFR 52.208-9 and FAR 52.208-9 Contractor Use of Mandatory Sources of Supply or Services. Materials and equipment shall be of the type and quality used in large scale commercial cleaning operations, shall meet the requirements specified herein, and shall be approved by the Contracting Officer’s Representative (COR) before use.

SITE SPECIFIC 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 toilet paper, paper towels, mops, brooms, paper towels, plastic trash bags, 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 Representative (COR) prior to use.

C. Cleaning and Disinfecting: The contractor shall clean all visible dirty surfaces using general detergents or cleaning products compatible with the surface materials being cleaned and in accordance with directions provided by the product manufacturer. Cleaning shall be accomplished per the current CDC guidelines for cleaning a facility (see link below).

CDC cleaning guidelines: https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-buildingfacility.html

EPA list of disinfectants: https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

In the event of a COVID exposure incidence at the sites listed, the awarded contractor will be given the opportunity to quote a deep clean of the infected area(s). The Government reserves the right to have a COVID deep clean handled by another contractor outside of this contract, if needed.

D. 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.

E. Federal Holidays: The contractor is expected to work on scheduled workdays even if it falls on a federal holiday. This applies only to Federal holidays that fall within the service performance dates of April 1 to September 30.

6.0 Contractor’s Key Personnel

A. General: The contractor is responsible for all work included in this Statement of Work document and the first priority of contractor’s staff shall be to maintain toilet facilities. The Forest Service will not be responsible in any way to the contractor’s staff for damages, destruction or loss to the contractor’s equipment, supplies, materials or tools or the personal property of the staff. The contractor will be responsible for all repairs, regardless of cost, resulting from the negligence of the contractor or the contractor’s employees.

The contractor’s staff are to be polite and assist the public with general information as possible while representing the Forest Service in a professional manner. Contractor staff shall not wear clothing that is political or offensive in nature. 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.

B. Staffing: The contractor shall provide qualified staff to satisfy the contract requirements at all times. At least one English speaker is required on site during staffing hours.

C. Supervisor: The contractor shall provide a daily operations supervisor for supervision of employees.

The supervisor shall be available by telephone for immediate contact. The supervisor shall have the authority to take immediate action to correct conditions determined by the Contracting Officer or COR to be unsafe, unsanitary, or unsatisfactory. The supervisor shall be located within 2 hours travel time to the area and will be required to follow up on public complaints and/or problems with staff.

https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-https://www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2 https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov-2

7.0 Non-Compliance

When the Contracting Officer (CO) or Contracting Officer’s representative (COR) observes the contractor has failed to adequately perform any of the services for which the contractor is responsible, the CO or a designee will take the following action:

A. Non-Compliance: When services are not provided in accordance with the contract, the contractor’s daily operations supervisor will be notified and directed to correct services within 24 hours

B. Follow up on Non-Compliance: An inspection of non-compliance items will be made after 24 hours by the Contracting Officer or COR. The contractor’s daily operation’s supervisor may request to attend the inspection. If the inspection shows the issues have been corrected or satisfactory progress has been made, the notice will be rescinded, however if non-compliance remains the supervisor will be given notification of non-compliance in writing.

C. Services Restored by Contracting Officer: If the contractor fails to correct the work, the CO may proceed to have the work performed by other forces. The cost of the work performed including materials, labor, and equipment will be deducted from payment due the contractor on his contract.