Attachment 2 - Statement of Work.pdf

STATEMENT OF WORK

Landscaping & Snow Removal

Federal Emergency Management Agency 63 and 65 Old Marlboro Road, Maynard, MA 01754

Period of Performance:

BASE YEAR: April 1, 2021 – March 31, 2022 OPT YEAR 1: April 1, 2022 – March 31, 2023 OPT YEAR 2: April 1, 2023 – March 31, 2024 OPT YEAR 3: April 1, 2024 – March 31, 2025 OPT YEAR 4: April 1, 2025 – March 31, 2026

Key Individuals:

Contracting Officer: Ryan Colgan Contract Specialist: Christopher Kelly Contracting Officer’s Representative: Michael Plante Alternate Contracting Officer’s Representative: Michael McDavitt

PART 1 of 2: SNOW REMOVAL

OVERVIEW:

This is to establish a method of removing snow and ice from the Maynard Facility. The vendor shall provide all equipment required for the complete plowing and sanding/salting the entire parking area and sidewalks located at 63 and 65 Old Marlboro Road, Maynard, MA. Total square footage of paved surfaces is estimated to be 144,000 square feet.

A. The vendor shall automatically mobilize and report to the facility to remove snow and ice from all entrances, steps, landings, sidewalks and parking areas, before the building occupants report for work or during a Facility activation seven days a week and on a continuing basis thereafter. Plow snow and clear walkways shall commence when the snow accumulation reaches l" of snow or the town is out plowing public roadways.

B. The contractor shall be available within 1 hour notice 24/7 by phone or cell phone to start sanding and or snow removal operations.

C. The COR shall supply the contractor with a map of the primary areas that need to be kept clear during FRC activations.

D. Sanding and salting should be accomplished on an automatic basis when the need arises or when the town is out sanding and salting public roadways.

E. The above methods for snowplowing, sanding and clearing walkways may be superseded by a direct telephone call from the Contracting Officer (CO), the Contracting Officer's Representative (COR), or their appointed alternates.

F. The associated equipment required for the services shall be supplied by the contractor and must include, at a minimum, pick-up trucks with plows, dump trucks with plows, snow blowers and front end loaders.

G. When it is deemed necessary to remove the snow from the premises, due to limited parking spaces, it will be the responsibility of the contractor to use their own equipment and relocate the snow to an area within the complex, as directed by the COR.

H. The contractor shall take all necessary precautions to adequately protect personnel and government property in areas of work. Vehicles shall be equipped with lights and warning beepers when backing up.

I. The contractor shall ensure that snow is removed from all walkways and stairways on the premises. Same will be treated with "ice melt" as required. It will be the responsibility of the contractor to supply all materials as necessary.

J. The contractor shall remove all snow from the front doors of the Vehicle, Storage, Administration, Building (VSAB). The contractor shall Hand shovel these doors to reduce any damage which may occur due to operation of heavy plow equipment in close proximity to the doors.

K. The contractor shall maintain a clear travel path for the automatic gates at all times keeping the gates clear of snow and ice this work shall be done by hand or snow blower.

L. All snow plowing shall be accomplished so as to allow the maximum number of parking spaces. As stated above, when parking is diminished, the contractor shall be required to relocate the snow elsewhere on site.

M. No snow shall be piled up in front of or in reserved parking spaces.

N. The Facility has a parking plan in place during inclement weather to help in the removal of snow.

O. The contractor shall be available to clean up residual sand at the end of the season. The date shall be chosen by the COR and coordinated with the contractor's schedule.

P. A walk through shall be done with the contractor and the COR of the property prior to winter snow season to review and document existing conditions of the parking lot.

Q. The contractor shall be responsible for all damages from snow removal operations to include curbing, gates, fencing, doors (to include overhead doors), lawns, shrubbery, trees and vehicles government or privately owned.

R. See Appendix A for Snowfall-based Payment Adjustment Calculation Information at the bottom of this Statement of Work.

PART 2 of 2: LANDSCAPING

OVERVIEW:

The intent of this statement of work is to ensure that the appearance and maintenance of the grounds are consistent with standard landscaping methods relative to the maintenance of grass, shrubs and foliage on site. This is a high visibility government installation whereby appearance is noticed by customers and visitors. The overall objective is to maintain a well-manicured appearance to all the areas described below. Total square footage of green surfaces is estimated to be 568,000 square feet. Some of this surface will not require much attention and therefore attendance at the site visit is HIGHLY RECOMMENDED.

1. IMPROVED AREAS:

Improved areas are those areas indicated on the attached maps and are those most visible to arriving and departing employees and guests and require the most attention.

• A. The grass in all improved areas shall be kept green and neatly cut not to exceed

(3) inches in length. The grass shall be cut as needed during the year. During periods of summer drought, the period between cuttings shall be extended to allow grass to attain a height of four (4) inches minimum before cutting.

• B. Grass clippings, clumps, weeds, and other debris will be removed from the grass areas following each cutting and dumped on site at the direction of the Contracting Officer’s Representative, COR.

• C. All paved surfaces will be kept free of weeds and debris to include cracks in the pavement or cement sidewalks.

• D. Bare spots will be repaired immediately. Area soil will be worked free of dead grass, root and a high-quality perennial grass seed will be applied to soil. If a depression exists, loam will be added.

• E. Contractor will furnish mulch which shall be maintained to a consistent healthy appearance.

• F. Fertilization weed and insect control will be the responsibility of the contractor using standard industry methods and using EPA “Green Scaping” methods. The goal is maintaining the lawn in a vigorous and healthy condition. The grass should be thick, dark green and free of weeds and crabgrass. The contractor shall provide a courtesy call to the project officer at least 24 hours prior to schedule application(s).

The contractor shall maintain accurate records of application dates, times, product identification and quantity used. Records will be maintained and made available to the Contracting Officer and the COR, as needed.

(1) Fertilizer shall be a granular, natural-based lawn fertilizer. All fertilizer and weed control shall be applied by an approved spreader. Watering shall be done in all fertilizer and weed applications by natural rainfall within 24 hours of application. As part of a spring fertilizer and weed control applications shall be between April 15 and May 7.

(2) An application of granular lime followed by and application of 10-20-10 lawn fertilizer.

(3) An application of pre-emergent broad leaf weed control.

(4) An application of 10-20-10 lawn fertilizer and post-emergent weed control.

• G. Fertilization of trees, shrubs, will be responsibility of the contractor to ensure a healthy appearance, that is, no dead leaves or branches, brown areas or insect infestations.

• H. Trees and shrubs within the improved areas will be kept pruned and trimmed by the contractor consistent with common pruning methods. All shrub debris and dead branches will be removed from installation.

• I. Fresh bark mulch will be applied to a depth of at least two inches around trees, shrubs, and flowerbeds during the last week in April and the last week in July or at least twice during season at the direction of the COR.

• J. All borders between the bark mulch and the grass will be kept edged and the mulch beds will be kept free of weeds and debris throughout the season.

• K. During dry spells where improved areas may be negatively impacted, the contractor shall spot water as necessary if the well water system is activated. Grass on face of FRC bunker and flowerbeds immediately adjacent to entrances shall be of primary importance.

The COR will confirm when water supply is diverted to on-site well water systems.

Contractor will provide hose(s), sprinklers and all watering hardware as necessary.

Water hose timers may be employed if used effectively.

• L. This contract shall include a “fall” cleanup to include all fallen leaves and debris to be removed from the improved areas. All drives and walkways are to be swept/air blown free of all debris. This will be accomplished after all the leaves have fallen from trees, but before the end of the contract year.

• M. This contract shall include a “spring” cleanup to include all fallen leaves and debris to be removed from the improved areas. All drives and walkways are to be swept/air blown free of all debris including cleanup of sand in parking area from sanding and ice prevention in winter.

• N. No vehicles except for lawn cutting equipment unless approved by the COR shall be allowed on the lawn area over the FRC facility.

• O. The contractor shall be responsible for any damages to Government property resulting from work being performed. All damages shall be repaired in-kind upon approval to proceed by the COR to include but not limited to lawns, trees, shrubbery, guy wires and antenna towers.

• P. The Contractor shall submit a Landscaping plan.

2. SEMI-IMPROVED AREAS:

Semi-improved areas are noted on the attached maps.

• A. The grass shall be cut to a length not to exceed (5) inches in length.

• B. These areas do not require removal of grass clippings as long as clumps do not cumulate.

• C. This area will be kept free of leaves and dead branches to include the unpaved parking area.

3. UNIMPROVED AREAS:

Unimproved areas are noted on the attached maps.

• A. All fence lines around unimproved areas will be kept free of trees, brush and debris.

• B. Once a year all brush inside and outside the perimeter fence, to distance of ten (10) feet each side, will be cleared. Brush will be required to be removed from the site, but may be “chipped” on site and scattered in antenna fields as an alternative to removing from site.

• C. Any brush or branches outside the fence that grow through the fence will be cut back from outside.

• D. ANTENNA FIELDS: All Antenna Areas shall be maintained The Upper Antenna Field and the road leading up to it will be kept free of brush and will be cut to a length not to exceed (6) inches. The brush on both sides of the antenna field roads will be cut back ten (10) feet from both sides of the road. Refer to the maps.

This will be accomplished on a semi-annual basis, with-in the season and before the end of September (The current FY) and scheduled through the project officer.

The Lower Antenna Field will also be kept free of brush and will be cut to a length not to exceed six (6) inches. Again, refer to attached maps of areas. It is the intent of this paragraph to ensure that brush and growth is cut in the described areas and also within 15’ (fifteen feet) of the antenna guide wire anchors. Even if these anchors do not show on the detailed maps.

• E. Brush cutting inside the fence (paragraph 3.B.) and the antenna field (paragraph 3.B.)

will include any trees or bushes with a stem diameter of three (3) inches or less.

• F. Back parking lot area shall be maintained for overgrowth and will be cut to a length not to exceed (6) inches.

4. GENERAL:

The COR will monitor all work. The COR will inform the contracting officer and the contactor if he/she feels that the appearance of the grounds does not meet the standards outlined in this statement of work and contract. The contractor will have one (1) week to correct any problems presented under the terms of the contract. The contractor is responsible to provide any special care required to maintain the overall neat appearance of the grounds such as insect exterminators or specialist in lawn or tree disease control.

• A. The replacement of trees or shrubs is not covered by this contract.

• B. Hours of Operation are from 7:30am to 4:00 pm Monday through Friday. Work shall be performed during these hours. Special circumstances will allow deviation from this schedule with prior approval.

• C. Mowers, blowers and any other equipment will not be operated in a manner that causes discharge toward or on vehicles or personnel. The contractor will make an effort to notify the project officer(s) in each of the two facilities prior to operating equipment in close proximity of parked vehicles or personnel. Building POC names and phone numbers will be provided so that “courtesy calls” can be made.

APPENDIX A: PRICING EXHIBIT – SNOW REMOVAL AND SALTING SERVICES

Line Item 0002 – Snow Removal: Based on historical numbers, contractors shall assume an estimated quantity for Maynard, MA of 60 inches of seasonal (October 1st – March 31st) snowfall to be plowed and removed. The total lump sum cost of this work shall then be divided by 6 months to arrive at the monthly contract price.

In addition to the monthly contract price, the unit price for snow services shall be established by dividing the total lump sum seasonal cost for this work by the estimated seasonal quantity for Maynard, MA of 60 inches. This unit price shall represent the price per inch of snow.

The actual seasonal snowfall for the geographic area of the contract will be determined utilizing the awarded vendor’s measurements. On a monthly basis, the awarded vendor will be asked to provide their measurements to the Contracting Officer and Contracting Officer’s Representative (COR). If the COR drastically disagrees with the measurements taken by the awarded vendor, the amounts supplied by the COR shall override those of the awarded vendor. Based on the difference between the estimated and actual seasonal snowfalls (in total number of inches), an adjustment to the contract price for snow removal services may be available to either contract party. Any such adjustment shall be executed in strict accordance with the below provision titled “End of Season Equitable Adjustment”.

END OF SEASON EQUITABLE ADJUSTMENT

1. The estimated quantity for seasonal snowfall for the geographic area of the contract is

Maynard, MA Average Annual Snowfall [60 in].

2. No adjustment to contract price shall be made if the actual quantity is within 10 inches of the estimated quantity, whether above or below.

3. If the actual quantity varies more than 10 inches, the variation amount above or below the estimated quantity shall be subject to an adjustment in the contract price.

4. The contract price adjustment will be determined by multiplying the number of inches that is above or below the 10-inch variation, by 80% of the original unit-price.

Line Item 0003 – Salting/Sanding: Based on historical numbers, contractors shall assume an estimated total season quantity of 30 TRIPS (where salting or sanding will take place) during the period of performance of October 1st – March 31st. The total lump sum cost of this work shall then be divided by 6 months to arrive at the monthly contract price.

In addition to the monthly contract price, the unit price for sanding/salting services shall be established by dividing the total lump sum seasonal cost for this work by the estimated seasonal quantity of 30 TRIPS. This unit price shall represent the price per trip.

The awarded vendor is expected to track these visits and can be asked to verify by the Contracting Officer or Contracting Officer’s Representative at any time. On a monthly basis, the awarded vendor will be asked to provide their trip numbers to the Contracting Officer and Contracting Officer’s Representative (COR). If the COR drastically disagrees with the trips made by the awarded vendor, the numbers recorded by the COR shall override those of the awarded vendor. Based on the difference between the estimated and actual number of trips, an adjustment to the contract price for sanding/salting services may be available to either contract party. Any such adjustment shall be executed in strict accordance with the below provision titled “End of Season Equitable Adjustment”.

VARIATION IN ESTIMATED QUANTITY

1. The estimated quantity of trips to be made for sanding/salting services over the course of the season is 30 TRIPS.

2. No adjustment to contract price shall be made if the actual quantity is within 5 trips of the estimated quantity, whether above or below.

3. If the actual quantity varies more than 5 trips, the variation amount above or below the estimated quantity shall be subject to an adjustment in the contract price.

4. The contract price adjustment will be determined by multiplying the number of trips that is above or below the 5-trip variation, by 80% of the original contract unit-price.

Example Calculation for End of Season Equitable Adjustment

Line Item 0002: Snow Removal Contractor bid price: $6,000 for the season $6,000 Divided by 6 months =$1,000 monthly price

Unit Price:

$6,000 / 60 inches (Avg for Maynard) = $100 is price per unit

10% of 60 inches is 6 inches. If, according to the agreed upon measurements, the total seasonal snowfall is greater than 70 inches (10 inches over the average), the contractor will be entitled to additional funds for any snowfall above the 70 inches. If the total seasonal snowfall is less than 50 inches, the government shall be entitled to a discount for the amount under 50 inches.

To determine this credit or discount, let’s say it snows 80 inches this season. We would take that ten extra inches and multiply it by 80% of the original contract bid unit price (in this example $100). Doing this math (10 inches x $80), the contractor would be entitled to a credit of $800.

The same method would be applied for the government, if it were to snow say 40 inches. The government would realize a discount of $800. Adjustments shall be made at the end of each winter season.