Attachment 2 - Statement of Work (SOW)_12444326Q0022.docx

United States Department of Agriculture Forest Service

Scope of Work For Lawn and Grounds Maintenance (starting 2026) A.

B. Site/Location:

USDA Forest Service Wood Education and Resource Center 301 Hardwood Lane Princeton, WV 24740

C. Points of Contact:

John Kyhl Entomologist and Pesticide Coordinator 651-368-4182 john.f.kyhl@usda.gov

D. Description of Work:

The contractor shall provide all necessary supervision, labor, operating supplies, incidentals, transportation, and specialized equipment for lawn and grounds maintenance services at the USDA Forest Service, Wood Education and Resource Center in Princeton, WV. The extent of this contract is noted in the attached site map.

Vendors are advised to inspect the site prior to submitting their offers. Arrangements to see the site can be made by emailing or calling the point of contact (above). Bidders must be registered in the System for Award Management (https://www.SAM.gov) prior to award of contract.

E. Performance Requirements:

Contractor will work only during hours arranged with COR. This may include times outside of normal business hours, which are Monday – Friday 0800 – 1630. Weather delays may require work hours on weekends.

DESCRIPTION OF SITE

The grounds at the U.S. Forest Service buildings consists of trees, shrubbery, bushes, flower beds, sidewalks, and driveways and parking areas. Site map showing the area to be mowed are attached.

TASKS AND EXPECTATIONS:

Spring: Spring clean-up consists of removal of debris from lawn areas, removal of dead branches from shrubs, removal of dead leaves, cleaning up flower beds, pruning/trimming shrubs and hedges, and preparing for the first mow of the spring season. This service will be performed in April.

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· Treat for weeds (including crabgrass) and fertilize as appropriate. All chemicals to be applied must be submitted in writing to Contracting Officer’s Representative (COR) seven (7) days prior to application. A copy of the contractor’s applicator or pesticide business license must be provided.

· Plantings and shrubs will be pruned to promote health, and hedges will be trimmed. All debris will be cleaned up and removed.

· Planting beds, walkways, driveways, and curb lines will be edged (remove grass and weeds at edges, clean up and remove debris)

· Clear/sweep/blow away leaves from within property boundaries. Remove and dispose of leaves and other debris properly

· Replenish mulch in mulched areas and rake for a neat appearance.

Autumn: Autumn clean-up consists of the removal of fallen leaves from the lawn area and trimming of shrubs and hedges. This service will be performed no earlier than October 31 and no later than November 20. A second leaf clean-up may be requested by the COR and accomplished within two weeks of notification.

· Clear/sweep/blow away leaves from within property boundaries leaving no leaves, limbs, or debris

· Aerate grass lawn area

· Over-seed, rake in, and straw bare spots as necessary

· Apply winter fertilizer and note that all chemicals to be applied must be submitted in writing to Contracting Officer’s Representative (COR) seven (7) days prior to application. A copy of the contractor’s applicator or pesticide business license must be provided.

· Trim shrubs and hedges (debris cleaned up and removed)

1 April – 30 November:

Lawn services must be performed on a weekly basis during the months of April, May, June, September, and October and on a bi-weekly basis during the months of July, August, and November.

Grass Cutting Lawn areas shall be mowed as needed to maintain a neat, uniform appearance. This must be done on a weekly basis in the peak growing season and based on growing conditions in spring, fall, and during drought periods. Note that during the slow growing season and/or drought conditions, the contractor shall contact COR for approval prior to proceeding with mowing. Edge trimming will be performed adjacent to planting beds, trees, poles, buildings, fences, and other obstacles during each servicing.

· Mow grass to a minimum height of 2 ½” and no longer than 3 ½”

· Maintain edging along sidewalks, driveways, curbs, and mulch bed areas

· Trim around existing structures and trees as needed

· Remove weeds from mulch beds, decorative rock areas, and concrete/asphalt areas Clean-Up The contractor will promptly remove and dispose of all clippings, trimmings, cuttings, and debris found on the premises. All grass clippings will be removed from walkways, drives, and parking areas in addition to edging grooves. Landscaped areas on the property will have all large pieces of debris, trash, and fallen limbs picked up and removed during each service visit (excluding damage caused by major storms). Care should be taken around all trees when mowing and trimming to avoid bark damage and tree injury.

· Remove all grass clippings and leaves from driveways, sidewalks, stairs, ramps, and mulched areas, and garden areas

· Leave mowed area free of grass clipping clumps

· Pick up and dispose of any trash, fallen limbs, etc.

Bids shall include a cost for:

· Spring Service: total cost including labor and materials.

· Autumn Service 1: total cost including labor and materials.

· Autumn Service 2: total cost including labor and materials.

· Grass cutting/clean up pricing as scheduled (up to 26 occurrences). COR will have final authority on frequency.

· Explanation of price, including any other expenses.

EQUIPMENT AND MATERIALS

Equipment, materials and personnel will be the responsibility of the contractor and shall be dependent on the amount of work and type of treatment ordered. All materials, methods of application, and rates of application required to perform services requested shall be provided to the COR prior to beginning the work. The Contractor will keep necessary equipment and manpower at the site during the workday and continue with performance of work until it is completed to the satisfaction of the COR. Note that no storage is available for the contractor’s equipment or materials.

SUPERVISION

The Contractor shall designate one supervisor for satisfactory supervision of the contract work. The Contractor or his/her on-site representative shall be available at all times when the contract work is in progress to receive notices, reports, or requests from the COR or his/her representative. It is the policy of the U.S. Forest Service that Government direction or supervision of Contractor’s employees directly or indirectly, shall not be exercised.

The Contractor shall provide in writing, to the COR, at least five work days prior to contract starting date, and each time there is a change, the names and telephone numbers of the on-site supervisor. The term on-site supervisor means a person designated in writing by the Contractor who has authority to act for the Contractor on a day-to-day basis at this work site and to accept and sign inspection reports and any other correspondence on behalf of the Contractor.

REMOVAL OF DEBRIS

The Contractor will dispose of all litter and debris found on site. The dumpster on site may be used. If any hazardous materials are found, they must be brought to the attention of the COR immediately.

SUPPLEMENTAL INSTRUCTIONS

1. Although the performance of all work requirements is under the responsibility and management of the Contractor, the Government reserves the right to review and approve all work items before their accomplishment.

2. The Contractor is required to discuss with the COR the scheduling of daily work requirements.

3. The Contractor shall be certified for pesticide application as required by law, if pesticides are used.

4. Work shall not be considered completed until the Contractor has removed from the premises all trash, debris, litter, excessive grass cuttings, etc. which accumulated in the performance of the work. Containers for handling this material shall be furnished by the Contractor.

5. The Contractor shall restore any damage caused by their operations, including the replacement of plant material damaged due to negligence, at no cost to the Government.

6. The Contractor shall furnish the COR with certification that all materials used in the fulfillment of the contract conform to applicable Federal Specifications.

7. The Contractor shall provide adequate number of appropriately trained personnel to properly and satisfactorily work during the scheduled times indicated.

8. The Contractor shall check with the COR regularly for instructions, requests, or special problem situations. The Contractor or his/her designated management representative will confer with the COR to discuss contract administration. Inspections will be conducted randomly by the COR.

GOVERNMENT-FURNISHED PROPERTY

The Government shall deliver to the Contractor the following listed materials, supplies, property, or services (hereinafter referred to as “Government-furnished property”) at the places and times specified below. The Contractor shall be liable for all loss or damage of such delivered Government-furnished property until completion and final acceptance of work required under this contract and shall replace all components in equal. If the Government fails to make timely delivery of such Government-furnished property suitable for its intended use, upon written request from the Contractor, the Contracting Officer shall make an equitable adjustment of contract delivery or performance dates or contract price, or both, pursuant to the “Changes” clause of the general provisions of this contract.

Government-furnished property shall consist of:

1. Electrical power at existing power outlets for the Contractor’s use to operate such equipment as is necessary in the performance of work.

2. Cold water at existing faucets.

3. Trash dumpster may be used for disposal of litter found on the site.

CONTRACTOR’S RESPONSIBILITIES

The Contractor shall meet the following obligations:

1. Ensure that adequate numbers of trained personnel are available to perform the tasks as specified.

2. Refer any problem that may arise beyond the scope of this contract to the COR.

3. Use all tools, equipment, and cleaning products appropriately according to manufacturer’s instructions.

4. Provide employees all personal protective equipment (PPE) necessary for tasks related to this contract and train personnel in proper use of PPE. Ensure that PPE is worn when required, and maintained as needed.

5. At all times, maintain building security by relocking doors that were locked, prohibiting unauthorized entrance to building, and reporting any suspicious persons or items.

Contractor Invoices

· Must be submitted in a timely fashion.

· Must list tax ID number, contact information, contract number, and dates work was performed.

Equipment and Materials Equipment, materials, and personnel will be the responsibility of the contractor and shall be dependent on the amount of work required. Note that no storage is available for the contractor’s equipment or materials.

Damage to Government Property If the contractor damages personal property (automobiles) or government property (including facilities), the contractor will immediately inform COR. Office phone number and email address for COR are listed above and cell phone will be provided to contractor upon award of contract. Any damage to Government Property incurred during the implementation of this contract must be repaired or replaced by the contractor to the satisfaction of the Government representatives.

Safety:

Contractor shall adhere to all applicable safety standards and should exercise caution in the performance of their duties. Contractor will ensure that personnel working on Government property are aware of job hazards and take measures to mitigate them. The Forest Service takes safety very seriously. No work will be performed in an unsafe manner.

The contractor shall comply with all OSHA standards for employee safety and will provide a Safety Data Sheet for any chemicals used at the facility. It is the contractor’s responsibility to ensure employees are properly trained and equipped for potential hazards.

1. Report to the COR, or their designated representative, any safety problem that may arise beyond the scope of this contract.

2. The contractor will inform COR prior to any work being done that will produce loud noise, dust, fumes, vapors, vibrations, or otherwise disrupt building occupants.

3. Contractor must provide Safety Data Sheets (SDSs) for any chemicals used on the premises.

Required for Bidding on Contract:

1. Bidders MUST be registered in the System for Award Management (www.SAM.gov) prior to award of contract.

2. The Contractor shall be licensed as required by law.

OTHER INSTRUCTIONS:

1. Although the performance of all work requirements is under the responsibility and management of the Contractor, the Government reserves the right to review and approve all work.

2. The Contractor will provide COR advance notice for work that will disturb occupants (noise, dust, fumes, vibration, etc.) so that they can notify occupants. This can be done immediately prior to starting a job if it is an emergency, but should be done in advance to the maximum extent possible for other work.

3. The Contractor should ask for COR assistance with any issues related to moving vehicles in the parking lot.

4. Security: A Forest Service representative may be on premises during work performance, and may check work quality and contractor safety procedures.

5. Facilities/Utilities: Government Furnished Utilities: Contractor may use the facility electrical power as approved by the COR, for work within the scope of this contract. Contractor shall exercise measures to conserve energy. Contractor may use facility water for work required in this contract. Contractor shall exercise measures to conserve water. The use of Government telephones, copier machines, fax machines, and computers is not authorized for any purpose.

6. Damage to Contractor’s Property: The Government will not be responsible in any way for damage to the Contractor’s equipment or the Contractor’s employees’ personal belongings brought onto the Government premises.

7. Contact COR on days of severe weather to verify facility operation.

CONDUCT OF WORKERS

The personnel employed the Contractor shall be capable employees qualified in this type of work. As stated elsewhere, the Contractor shall be responsible for all damage to Government property resulting from their operations. Damage to the building or equipment by the activities of his/her employees will fall into this category. Contractor personnel will be professional and courteous to all employees and personnel on site. Smoking not permitted on this Forest Service property.

Image showing the Wood Education Resource Center with mowing areas highlighted.

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