Attachment 2 - SOW Andro Plow 11-2-2023 - UPDATED.pdf

ANDROSCOGGIN RD WINTER SNOW AND ICE MAINTENANCE

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C-1 GENERAL SPECIFICATIONS

C.1-1 Scope of Contract

The Contractor shall provide all management, supervision, labor, tools, materials, supplies, and equipment necessary to snowplow, sand, salt, de-ice, shovel, snow blow, snow removal and related work in order to prevent slip hazards and to maintain safe passage for vehicles, and safe passage of visitors and employees at the Androscoggin Ranger Station. This includes but not limited to crosswalks, walkways, landings, ramps, handicapped accessibility areas, parking areas, driveways, all approaches, and dumpsters during snow and/or icing events (such as, but not limited to, freezing rain).

The Government will not be responsible in any way for the Contractor’s supplies, materials, equipment or personnel belongings that may be damaged or lost by fire, theft, accident, other conditions or circumstances.

C.1-2 Description, Dates and Location.

This solicitation is to provide winter snow and ice management services to be performed at the Androscoggin Ranger District Administrative site located at 300 Glen Rd, Gorham, NH 03581 in Coos County. The Government intends to award for a base year period with four additional, one-year option periods. The actual contract dates will be determined based on award date. Each option year depended on fiscal year funding and exercised at the discretion of WMNF’s contracting officer.

Background: The Androscoggin Ranger Station serves a variety of visitors and employees. In order to provide continued access to the building, the Ranger Station in Gorham, NH requires snow and ice management services.

C.1-3 Scheduling Work

The Androscoggin Ranger District Administrative Site shall be plowed by 6:00 A.M. to allow Forest Service employees access to the site and again by 4:00 P.M. to allow Forest Service employees egress from the site. This service will be performed 7 days per week, including weekends and holidays.

C.1-4 Prework Conference

Prior to the start of work, a meeting may be scheduled by the Contracting Officer's Representative to be attended by the Contractor, the Contracting Officer's Representative, (COR) and other Forest Service Personnel who may be involved in the administration of this contract. The meeting will be held at a time and place mutually agreeable to the Contractor and Contracting Officer. The purpose of this meeting is to thoroughly discuss the schedule of work, and work performance requirements, contract terms, and to familiarize both parties with the responsibilities of each under the terms of this contract.

C.1-5 Contractor's Representative

Prior to the start of work, the Contractor shall designate in writing, a person to act for him during his absence from any work site and shall specify the scope of their authority.

C.2 TECHNICAL SPECIFICATIONS

C.2-1 Equipment

The Contractor shall furnish all labor, materials, supplies, tools, equipment, supervision, and transportation to perform work in accordance with these specifications.

All equipment shall be in full accordance with any Local, State, County, and Federal Regulations.

All equipment used in the performance of this contract shall be in good condition meeting OSHA requirements.

C.2-2 Basic Services

Services shall be performed by 6:00 A.M. to allow Forest Service employees access to the site and again by 4:00 P.M. to allow Forest Service employees egress from the site whenever there is three inches or more of snowfall or freezing rain. The contractor shall not plow if less than three inches of snow or freezing rain has accumulated, unless called by the COR. This service will be performed Monday through Sunday, including weekends and holidays.

Driving Routes/Parking Lots:

Driving lanes along the entrance road and parking areas shall be plowed to remove full depth fallen snow and shall be cleared to prevent accumulations of excessive ice along full width of travel way.

Snow berms shall be cleared away from road edges to ensure no obstructions encroach the surfaced width.

Piles and snow accumulations shall be removed away from intersections and locations of converging traffic, to ensure complete line of sight and unobstructed mobility is provided among all lanes.

Parking spaces shall be cleared to bare surface where practical. Public parking and spaces reserved for handicap use, shall be kept clear and free of all snow or ice; to accommodate complete unrestricted access to persons with limited mobility and/or use of assistive devices.

Where parked-vehicles interfere with plowing, clear snow along driving routes directly adjacent to parked vehicles. Clearing between or under parked vehicles will be completed by vehicle’s owner-operator. Once vehicles are moved, contractor is responsible to perform service as needed to clear the area.

Snow shall be plowed in such a manner as not to block or obstruct walkways, garage stall/doors, fire hydrants, dumpster, and equipment buildings.

Pedestrian Walkways/Sidewalks:

Sidewalks adjacent to the building and entrances shall be kept clear of all snow or ice, to provide complete unobstructed access into buildings. Use hand tool or small machine methods, with applications of deicer as needed, to provide clear and unrestricted access. Keep sidewalks and entrances free of excess sand or debris, to ensure clean and professional appearance of main building.

Passages between parking areas and around the facilities shall be kept clear of snow and ice. Ice prevention and grit shall be applied as necessary to maintain traction and provide surface texture.

No trucks, cars, large vehicles allowed on these areas. Use of shovel, snowblower, atv/utv, or small equipment is authorized.

DRAINAGE FEATURES. Snow shall not be piled or plowed to cover or block catch basins and inlet covers. Contractor may conduct a site visit to verify location of catch basins.

DUMPSTERS: All snow and ice shall be removed from around the dumpsters to allow for pedestrian access to disposal of refuse. No snow or ice shall be placed in front of the dumpsters.

The dumpsters shall be cleared at the end of each snowstorm.

OPERATIONAL EQUIPMENT ACCESS: Snow shall not be piled or plowed to block access to propane tanks.

SNOW DRIFTS AND ROOF SLIDES: Snow drifts and roof-slides encroaching access doors including but not limited to warehouse and garage doors, shall be cleared as needed. This is to be included as part of the base bid price, not billable as an extra service.

SNOW STOCKPILE: Snow is permitted to be stockpiled on-site only in the designated areas identified on site with the COR.

DE-ICING/SAND SPECIFICATIONS:

Sand and deicing shall be applied as needed to provide secure footing or safe driving traction.

Grit: Shall supply and use screened sand, clean, weed-free, and free of organics or deleterious material.

De-icing: The contractor shall supply and use de-icing products that will not damage concrete or metal and will help protect the environment. This de-icing product shall be used on all driveways, parking lots, concrete entrances, walkways, landings, to prevent ice build-ups. This also applies to all sand/de-icing mixtures. All chemicals used shall comply with Federal specifications, local codes for written approval by the COR prior to purchase and use.

The Contractor shall ensure they have an adequate supply of de-icing and sand readily available to cover unexpected snow and ice occurrences. The price shall not be increased due to contractor’s failure to obtain deicing agents necessary to perform services.

C.2-3 SNOW REMOVAL: Option 1

Snow banks that build up after several storms may need to be pushed back using heavy equipment. The contractor shall provide all labor, materials, supplies, tools, equipment, supervison, transportation to perform this task. This work shall be done when requested by the COR. The contractor shall haul away stockpiled snow when the stockpile amount reaches or surpasses the size of the designated areas. Snow piles shall be stored in a manner to prevent impact to buildings, vehicles, or improvements. Snow removal/hauling from site is an option item not included as part of the base bid price.

C.2-4 SPRING CLEAN UP: Option 2

This option includes annual sweeping of all concrete and paved driveway lanes, parking areas and walkways to be completed prior to the Memorial Day weekend each year.

C.3 CONTRACTOR’S REQUIREMENTS and RESPONSIBILITIES:

Contractor shall demonstrate their ability to provide snow and ice management services for federal properties.

Contractor shall monitor, evaluate and service areas for new snow or ice; areas that may have frozen/refrozen overnight; and/or been affected by drifting snow.

The Contractor shall at all times be responsible for safe, careful and efficient operations of equipment.

The Contractor shall provide an on-site qualified supervisor during all snow plowing, sanding and ice removal operations.

The contractor shall not park in the main entrance area unless approved by COR on a scheduled basis.

The Contractor shall provide to the COR a current list of the names, of all employees who will perform work under this contract. Changes in the employment list shall be provided to the COR prior to the employee performing service at the Androscoggin Ranger Station.

The Contractor shall ensure their employees are properly trained prior to the beginning of service under this contract. This includes any OSHA or specific SDS sheet instructions for chemicals, etc. for use in the performance of this contract.

The Contractor shall ensure employees are licensed and/or certified to operate necessary equipment for which licensed and/or certified personnel are required by federal state or local laws, codes, or ordinances.

Access Limitation: Only authorized contractor and contractor’s employees are allowed on site while working under this contract. Contractor employees are not to be accompanied in the work area by acquaintances, family members, assistants, or any other person, unless said person is an authorized contractor employee.

The contractor and contractor’s employees shall make every effort to prevent interference with Forest Service employees normal access to the site during normal business hours 6:00 am to 6:00 pm to allow Forest Service employees egress to and from the site.

Due to the nature of the duties under the contract, the contractor and the contractor’s employees shall keep themselves and their equipment presentable at all times. The

Contracting Officer may, in writing, require the contractor to remove from the work site any employee the Contracting Officer or their representative deems incompetent, careless, discourteous to the public, or is otherwise objectionable. Such removal from the job site or dismissal from the premises shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services required by the statement of work.

The Contractor shall supply all fuel, lubricants, spare parts and provide repair and maintenance necessary to keep equipment in operating condition.

Ordinances, Taxes, Permits and Licenses

Without additional expense to the Government, the Contractor shall fully comply with: (a) all local, city, state and Federal laws, regulations, and ordinances; (b) be liable for all applicable Federal, state, and local taxes; and (c) obtain and pay for all permits and licenses governing performance under the contract.

MISCELLANEOUS REQUIREMENTS:

The Contractor shall perform the following in conjunction with regular contract specifications on a daily basis:

Report fires and hazardous conditions either in person, by phone, or by note, depending on severity.

Turn in items found to the COR.

Report any unusual traffic in parking lots or roadways to the COR.

The Contractor shall perform their services to provide for the safety and protection of building personnel and property against injury, loss and/or damage from any preventable cause, including, but not limited to fire, theft, espionage, and sabotage.

Protect Government property, buildings, against unauthorized access, loss, or damage.

Prepare reports of accidents and fires and submit to the COR; maintain and make available all records in connection with protection activities.

In the event of emergency or unusual occurrences adversely affecting the interest of the Government, summon appropriate assistance, such as the fire and/or police department, and immediately thereafter notify the COR.

Monitor observance of "Rules and Regulations Governing Public Buildings and Grounds," which are posted in the building. Problems in this regard should be reported to the COR.

Contractor shall ensure contractor employees are fully trained and competent on the procedures and equipment used to perform the required work with appropriate licenses.

Contractor shall provide adequate levels of staffing and equipment to maintain and perform services through a snow and ice event. Contractor shall perform at a satisfactory level simultaneously.

PROTECTION OF GOVERNMENT PROPERTY

1. Contractor shall be responsible for any damages to government property and privately owned vehicles that occur during the performance of contracted services. Contractor shall take care to protect government property and privately owned vehicles.

2. Contractor shall be responsible for any damage not limited to exterior porches, patio areas, walkways and pathways, vegetation, turf, concrete curbs, sidewalks, ramps, expansion joints, signage and sign poles, fire hydrants, shrubs, landscape areas, dumpsters, wall mounted items on the exterior of buildings, storm drains, utilities serving the facility, manhole and utility access covers, trench drains, bollards, flower beds, trees, parking space stops and any government property incurred during the performance of the contract.

3. All damage shall be reported in writing to the Contracting Officer and COR within the same business day of the occurrence and shall be noted on the service ticket. Report of damage shall be reported to the COR or CO within one hour or immediately if said damage results in a safety hazard and needs immediate attention.

4. Damage resulting from Contractor operations shall be repaired by contractor to the satisfaction of the Contracting Officer at no additional cost to the Government.

5. A written list of damages and proposed corrections shall be provided to Contracting Officer and COR at weekly intervals throughout the duration of this contract. The COR shall notify Contractor and Contracting Officer of any damage(s) after services have been performed which are not noted on contractor’s report of damage and service ticket.

6. All repairs listed on damage report shall be approved by COR before commencement of any repairs.

7. The contractor shall comply with all Federal, State, and local environmental laws, and USDA policies and regulations to include but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA). the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA).

QUALITY CONTROL

The contractor shall maintain effective quality control to ensure services are performed in accordance with this statement of work. The contractor’s quality control is a means by which the contractor assures that their work complies with the requirement of the contract.

QUALITY ASSURANCE SURVEILLANCE PLAN INTRODUCTION:

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this contract. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective in the contract.

The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

This QASP is based on the premise that the Government desires to maintain a quality standard in operating this contract to provide the optimum service.

The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

In this contract the quality control program is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

C.3-1 Government Roles and Responsibilities

The following personnel shall oversee and coordinate surveillance activities.

a. The CO shall appoint a COR for coordinating the day-to-day activities of this contract. The COR will also be responsible for inspection and acceptance of the work performed under this contract. When deficiencies are reported to the Contractor, the Contractor shall take immediate steps to correct them. If the Contractor does not take immediate steps to correct deficiencies, the COR shall report the facts of the event to the CO.

b. The CO reserves the right to take any appropriate action authorized by law to resolve the issue or to terminate the contract for default. Only the CO has the authority to make changes to the specifications, price, terms, and conditions of the contract. No service should be performed or action taken by the Contractor not covered by this statement of work directed to do so by the CO through a written modification to the contract.

c. Other Key Government Personnel – None

Performance Standards

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The Performance Requirements Summary Matrix below describes the performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Incentives

Incentives shall be based on exceeding, meeting, or not meeting performance standards per the chart above. The Government shall use the “full payment of the invoice” as an incentive. This means that failure to perform to standard may result in less than the agreed upon payment being issued. Incentives shall be based on exceeding, meeting, or not meeting performance standards. Failure to meet the AQL will result in a decrease of a 15% in the invoice payment below the AQL.

Meeting a specific performance standard will not in and of itself result in the exercising of an option period but will be considered by the Government in the Government’s assessment of overall contract performance and exercising of the option period.

Methods of QA Surveillance

Various methods exist to monitor performance. The COR will use the surveillance methods listed below in the administration of this QASP.

Task Standard for

Successful Performance

Acceptable Quality Level

Method of Surveillance

Corrective Action/Deduction

Snow and Ice Management Services Per SOW

All SOW requirements shall be completed as stated in Section C

95% With no more than two customer complaints for the month.

The Government may evaluate performance based on any or all of the following:

and/or validated employee or visitor complaint, random sampling, and visual inspections.

Positive reference referrals. Eligible for future contract consideration.

The Government shall have the right to have the work redone and charge the contractor(s) actual charges for having the work re-done including inspection and contract administration.

Failure to perform at 95% to 100% acceptable quality level will result in a 15% deduction after work has been re-worked once.

a. DIRECT OBSERVATION. COR will review progress of services with Contractor on a snow event and a monthly basis.

b. PERIODIC INSPECTION. COR will review progress of services with Contractor on a snow event and a monthly basis and communicate with CO on a monthly basis.

c. VALIDATED USER/CUSTOMER COMPLAINTS. As described above.

d. RANDOM SAMPLING. N/A

Inspection of the said areas to determine the acceptability of the workmanship will be made by the Government and any deficiencies encountered will be called to the attention of the Contractor.

Correction of all deficiencies will be made prior to re-inspection and acceptance of work by the Government in conformance with the work standards. (FAR clause 52.212-4)

Any Forest Service employee that observes unacceptable service either incomplete or not performed, for any of the above performance objectives should immediately contact the COR and the COR will complete appropriate documentation to record the complaint. The COR will consider the customer complaint valid upon receipt from the customer. The COR should inform the customer of the approximate time the unacceptable performance will be corrected, and advise the customer to contact the COR if not corrected. The COR will consider customer complaints as resolved unless notified otherwise by the customer.

RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Rating Description

Green Yes. Performance and technical specifications are being met at an Acceptable Quality Level (AQL).

Yellow

Yes. Performance and technical specifications are currently being met at the minimum AQL, but the following service/deliverable needs contractor attention:

(The Customer must identify what component of the deliverable and/or service requires attention.)

Red

No. Performance and technical specifications are not being met at AQL and the following service/deliverable needs immediate contractor resolution:

(The Customer must identify what component of the deliverable and/or service that is below the minimum AQL.)

Vicinity Map

The white Mountain National Forest Headquarters is located off NH State Highway 16, approximately

2.5 miles south of US Route 2, 300 Glen Rd., Gorham 03581, Coos County NH.

C.3-2 BIOBASED PRODUCTS

All supplies and materials use in this contract and not provided by the government shall be of a type and quantity that conform to applicable Federal specifications and standards, and to the extent feasible and reasonable; include the exclusive use of biobased products.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased cleaners, biobased degreasers, etc.) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. For the biobased content products evaluation, all non-chemical products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased Products List (DBPL) whenever practicable.

Contractors should provide data for their biobased solvents and cleaners to document biobased content, and source of biobased material (i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

INVOICING

The "Submit Invoice-to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP). All invoices are to be submitted online via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Your company must register at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish an account in order to submit an invoice on this project.