Attachment_E_-_Scope_of_Work.pdf

RFP 140P2124R0076

SCOPE OF WORK

Grounds Maintenance Services

Harpers Ferry Center, West Virginia

I. GENERAL

a. DESCRIPTION OF WORK: All areas in which work will be performed are under the jurisdiction of the National Park Service, Harpers Ferry Center. The contractor shall furnish all labor, materials, tools, equipment, and services necessary to complete grounds maintenance services and snow and ice removal to industry standards including the following:

i. Perform prescribed grounds maintenance including mowing grass surfaces, line trimming sidewalk/grass edges, around buildings, structures, trees, sign posts, and light bollards, and removal of branches and fallen limbs throughout the Camphill Campus as indicated on Attachment A:

Grounds Maintenance Plan

ii. Removal and proper disposal of landscape wastes and materials as required including leaf removal from hard surfaces, patios, and walkways, and from window wells in the IDC Building.

iii. On-call snow and ice removal for parking lots, adjacent roadways, sidewalks, stairs, and building entrances through the Camphill Campus as indicated on Attachment B: Snow Removal Roads and Parking Lots and Attachment C: Snow Removal Walkways and Stairs.

b. SCHEDULING OF WORK: Service shall be performed according to the specifications herein. It is the responsibility of the Contractor to prepare more precise monthly work schedules for approval by the Contracting Officer’s Representative (COR) and to contact the COR to coordinate specific work. A mutually agreeable manner of daily communication will be determined after award.

i. Telephone Listing: The Contractor shall provide an up-to-date list of telephone cellular telephone number and email address.

ii. Commencing Work: The Contractor shall begin work no later than forty-eight (48) hours after approval.

c. WORK HOURS: For snow and ice removal the Contractor shall respond with an appropriate sized crew, and begin work within two hours of notification during normal business hours, 6:00 AM to 5:00 PM, Monday through Friday, and within four hours after business hours, holidays, and weekends.

For landscape maintenance work all of the work shall be performed within the normal five (5) day work week observed by the Harpers Ferry Center, holidays excluded. The Contractor shall adhere to the town noise ordinance. Attachment D: Codified Ordinances of Harpers Ferry.

d. WORK CONDITIONS:

i. Contractor Responsibility: The Contractor shall assume full responsibility and liability for compliance with all applicable regulations, including but not limited to Occupational Safety and Health Administration (OSHA) and pertaining to the health and safety of personnel during the execution of work.

ii. Interference Resulting from Work: The Contractor shall conduct operations to ensure minimum interference with roads, streets, walks, and other adjacent occupied or used facilities. Do not close or obstruct streets, walks, or other occupied or used facilities without permission from the COR or authorities having jurisdictions.

iii. Storage of Materials and Equipment: The Contractor shall not store equipment nor stockpile material on-site without prior approval from the

COR.

iv. Protection: All necessary precautions, including the use of appropriate personal protective equipment (PPE), warning signs and barricades, shall be taken to prevent personal injury, damage to property (including existing landscape materials, surfaces, and structures). And/or damage to the environment with conducting operations. Only riding mowers with the proper roll-over protective structure (ROPS) shall be used by the contractor. Contractor shall not use mowers on slopes that exceed the angle limits specified by the manufacturer. Slope indicators shall be used to determine the slopes.

1. Replace or restore damage landscape materials, landscape surfaces, or structures caused by normal operations and/or as a result of the Contractor’s negligence as acceptable to the Government at no additional cost.

v. Risk Control: The Contractor shall comply with all applicable Federal, State, and local laws and regulations to include responsibility to conform by current Occupational, Safety, Health Administration (OSHA) & Environmental Protection Agency (EPA) regulations while working on the government site. Without additional expense to the Government, the Contractor shall obtain all licenses, and permits required to perform work under this contract.

The Contractor shall be responsible for all reports required or requested by Federal, State, and Local ordinances that pertain to any duties contained in the Contract.

All Contract employees shall wear a reflective vest or suitable substitute and other necessary personal protective equipment (PPE) All equipment operators shall yield to all pedestrians and traffic.

The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this Contract.

The Contractor shall be responsible for any injury to any Contractor’s representative, or others, as well as for any damage to any personal or public property that occurs during the performance of this Contract that is caused by the Contractor’s fault or negligence.

All damage done by the Contractor shall become the Contractor’s responsibility.

vi. Completed Work: Work shall not be considered completed until the

Contractor has removed from the premises all trash, debris, litter, etc., which accumulate in the performance of work. Containers for handling this material shall be furnished by the Contractor. The COR shall inspect all treated surfaces during snow removal to ensure tasks are fully and properly performed. The Contractor shall respond to deficiencies prior to work being considered completed. The Contractor and COR shall work together to resolve deficiencies. Work not completed or not acceptable cannot be certified for payment.

vii. Maintenance Responsibility: At the completion of grounds work and/or snow and ice removal performed under this contract, the Contractor shall inspect the site with the COR to accept the work. The Contractor and the COR shall come to agreement on any changes and/or corrections that must be made as part of the landscape maintenance agreement. When such changes and/or corrections are completed, the COR shall verbally accept the work.

viii. Proper Equipment Fueling: The Contractor shall fully instruct all employees on the proper and careful manner in which to fuel equipment.

All gasoline containers utilized by the Contractor shall be equipped with advanced system pour nozzles that incorporate self-enclosed venting systems and automatic pour stops to reduce spillage and evaporation.

e. QUALITY ASSURANCE: All work shall conform to the industries standards in addition to the requirements listed in Section I, General.

i. Service Proposals: Questions about the scope of work shall be submitted by the dates and times prescribed in the solicitation.

II. SCOPE OF WORK: The Contractor shall perform at industry standard the following work. All dates, quantities, and formulations are approximations. Specific dates, quantities, and formulations shall be in accordance with the standards established in the Contractor's monthly schedule; in allowance of weather, ceremonial events, and other considerations.

a. GRASS CUTTING: Grass cutting shall be scheduled so that it does not interfere with outdoor activities, vehicle parking (overflow parking is on grass areas), etc.

Areas to be cut shall be walked prior to mowing operations to remove any paper, stones, or debris which may have accumulated. Mowing equipment shall be maintained to cut grass clean, with no fraying or shredding conforming to industry standards. A grass cutting cycle must be completed (prior to starting a new cycle) within two (2) working days of the start of the grass cutting cycle, including edging, trimming, and clean up. The frequency for cutting shall be five

(5) to nine (9) days between cuttings, 3 cuttings in April, 4 cuttings in May, June, July, and August, and 3 cuttings in September for a total of 22. The COR shall be given 48 hour notice before cutting cycle begins. This also includes any leaf removal.

(1) Edging: Edging around walks shall be done with a power edger (blade type) two times during the mowing season. Sidewalk edges shall have a well-defined edge established and maintained. Edging shall be done to minimize damage to concrete and brick sidewalk edges. All soil, grass, etc.

generated as part of edging operations shall be cleaned up from sidewalks and hard surfaces and properly disposed of offsite.

(2) Trimming: Trimming around lampposts, bollard lights, walls, curbs, trees, back-up generators, HVAC equipment, signs, etc., shall be done each time the grass is cut. Trimming around trees shall be done to eliminate any damage to the trunks. Trimming height is to be the same height at which the grass was cut. Protections shall be used to ensure that the string trimmers do not damage adjacent surfaces. Leaving

(3) Weeding the Butterfly Gardens: Three times a year: spring, summer and fall seasons the Butterfly Garden by the Lewis Anthony building and the Garden area in front of the IDC building. Remove all Johnson grass along with any other weeds in these areas are to be removed by hand. Any chemicals are to be approved by the COR before being used in either garden areas. Suggestions of additional plants that are approved by Harpers Ferry National Historical Park Ecologist can be suggested.

(4) Clean up: All hard surfaces (sidewalks, parking lots, and roadways) shall be promptly (within 1 hour of cutting area adjacent to hard surfaces) cleaned off of all clippings and cutting debris and properly disposed of offsite.

(5) Brush Hog Cutting: Two times each summer the contractor shall cut the bank on the south side of the IDC using a boom mower or brush hog that can reach 20 feet down the bank.

(6) Equipment: Mulching mowers are required. Riding mowers are permitted.

Only riding mowers with proper roll-over protective equipment (ROPES) shall be used on banks. Do not operate mowers on slopes that exceed the angle limits specified by the manufacturer.

(7) Reduced Emissions: On days when warnings are issued that the region may exceed the federal health standard for ozone, minimize the use of all gasoline powered equipment.

b. RUT/DEPRESSION FILLING AND GRASS SEEDING/SODDING: Once each year in the late winter or early spring before the grass cutting starts the contractor shall fill any ruts or depressions with clean fill dirt and seed or sod the filled area of up to 200 square feet. This includes any low areas behind curbs in the areas covered by this contract. Top soil shall be fertile, friable, natural surface soil obtained from well drained areas representative of productive soils in the vicinity and suitable for growth of grass. The topsoil shall be free of subsoil material, sticks, stones, weeds, debris, and other material harmful or toxic to growth. A sample with analysis shall be provided to the COR for approval. Areas to be filled shall be cleared of all growth and debris, scarified, filled with topsoil, tamped and raked.

Placement of topsoil shall meet existing grade with allowance for sod when sod is used. The COR shall be notified prior to any areas being filled.

c. SNOW REMOVAL AND TREATMENT FOR ICE: The COR shall initiate all snow and ice removal services by contacting the contractor. Factors including weather forecasts, current conditions, time of day, and day of week shall be considered prior to notification. Pre-treatment of the surfaces with salt, ice melt or liquid brine may be required as determined by the COR. The estimated time for these services is from November through April of each year. There is approximately 75,000 SF of road, parking lot, stairs, and sidewalk surfaces to be cleared that includes asphalt, brick sidewalk, concrete sidewalks and stairs. During an average winter there is approximately 20 occurrences each season. Snow accumulations of more than 10 inches are considered 2 occurrences with each 5 inches in additional snow another occurrence.

Specific Tasks: The Contractor shall provide all labor, equipment, supplies and tools necessary to complete the following tasks:

i. Roadways and Parking Lots: The Contractor shall plow snow and remove ice from roadways and parking lots shown on Attachment B:

Snow Removal Roads and Parking Lots.

De-icing is defined as removal of snow, ice or frost from a surface. Anti-icing is understood to be the application of chemicals that not only de-ice, but also remain on a surface and continue to delay the reformation of ice for a certain period of time, or prevent adhesion of ice to make mechanical removal easier. Snow and ice must be removed from all handicap parking stalls sufficient to allow access in/out and around vehicles, and to and from the facilities entrance. This includes van ramp accessibility. The contractor shall remove accumulated snow around fire hydrants for access for emergency personnel. Accumulated snow and ice must be removed from areas around storm drains to allow for proper drainage. During plowing operations, the Contractor shall remove snow and ice from the designated areas on Attachment B: Snow Removal Roads and Parking Lots, of each parking lot for snow accumulations. Snow shall be placed in the designated areas shown in Attachment B: Snow Removal Roads and Parking Lots, in order to minimize loss of parking spaces. Generally handicapped spaces are located at the ends of parking lots to allow ease of accessibility for our employees and visitors. This need is not diminished during the winter months and therefore particular attention needs to be given to ensure proper mobility to and from these spaces. The Contractor shall supply and apply a salt/gravel calcium chloride Road Salt mix, chemicals and deicing materials to roadways and parking lots.

(1) Sidewalks, Stairways, and Building Entrances: The Contractor shall remove snow and ice from sidewalks, stairways and building entrances shown on Attachment C: Snow Removal Walkways and Stairs. Snow and ice shall be eliminated in its entirety. Only approved ice melt shall be used on the walkways. The Contractor shall ensure that the granular ice melt material is applied so almost all of the material remains on the sidewalk. Special care shall be used when applying materials at building entrances to avoid excessive buildups.

(2) Liquid Deicer: When approved or requested by the COR Contractor shall supply and apply liquid deicing material or apply a salt/gravel calcium chloride Road Salt mix to roadways and parking lots. Only approved chemical de-icing materials are allowed on sidewalk, stairways, and building entrances.

d. PLACE OF PERFORMANCE:

Harpers Ferry, WV 25425, Camphill Campus consisting of the following:

The parking lots, roadways, sidewalks and stairs located in and around the following buildings and locations: See Attachment B: Snow Removal Roads and Parking Lots and Attachment C: Snow Removal Walkways and Stairs

A. Parking lots and roadways:

1. Mather Parking lot

2. IDC Rear lot

3. Hartzog Drive; Lewis Anthony rear lot, and Bird Brady lot

4. McDowell lot (Government Owned Vehicles are parked)

5. Cook Hall rear lot

B. Sidewalks and Stairs:

1. 253 Hartzog Drive to Bird Brady House and sidewalk

2. Stairs and sidewalks surrounding 68 Mather place Lewis Anthony

Building.

3. Brick Sidewalk from Mather Parking lot to IDC Building, 67 Mather

Place and Cook Hall.

4. Sidewalks and stairs in front and back of 51 Mather Place, Mather

Training Center front and back including brick walkway along the front of Mather called Lincoln way.

5. Back of IDC Building 67 Mather Place.

III. PERIOD OF PERFORMANCE:

The period of performance of this contract shall be for ONE (1) base, and four (4) option periods (*subject to availability of funds), as specified below:

Year Period of Performance (PoP)

BASE 10/01/2024 – 09/30/2025

*Option Year 1 10/01/2025 – 09/30/2026

*Option Year 2 10/01/2026 – 09/30/2027

*Option Year 3 10/01/2027 – 09/30/2028

*Option Year 4 10/01/2028 – 09/30/2029

IV. CONTRACT ADMINISTRATION

The National Park Service, Contract Specialist / Contracting Officer address is: National Park Service, Harpers Ferry Center, Office of Acquisition Management, P.O. Box 50, 67 Mather Place, Harpers Ferry, West Virginia 25425-0050.

A. The contractor shall use the Contracting Officer as a point of contact on all business and administrative matters concerning this contract. All correspondence, other than that of a technical nature, shall be addressed to the Contracting Officer, with information copies of the basic correspondence to the COR.

B. The National Park Service, COR address is: National Park Service, Harpers Ferry Center, Attention: COR, P.O. Box 50, Harpers Ferry, West Virginia 25425-0050.

The contractor shall use the COR as the point of contact for all technical matters under the contract. Technical correspondence shall be addressed to the NPS COR, with an information copy of the basic correspondence to the Contracting Officer.

V. DESIGNATION OF CONTRACTING OFFICERS REPRESENTATIVE (COR)

The Contracting Officer will designate a certified FAC-COR as the Contracting Officer's Representative (COR) at time of award of a BPA Call. The COR will receive a designated COR Appointment Letter.

The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by a proper contractual document executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual assignments which were issued by the Contracting Officer’s Representative provided they do not affect the delivery schedule or performance period stated in the contract.)

On all matters that pertain to the contract terms the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the Contracting Officer’s Representative requests effort outside the scope of the contract, the Contractor should so advise the Contracting Officer’s Representative. If the Contracting Officer’s Representative persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits.

Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

The COR's major duties and responsibilities are contained in the Forest Service Handbook of Contract Administration. The COR is delegated full authority under this contract except for the following actions which are reserved for the Contracting Officer:

1. Approve Change Orders and Modifications

2. Take action to terminate the contract for default or Government convenience.

3. Make contract adjustments under the Differing Site Conditions clause.

4. Grant extensions of contract time.

5. Approve assignment of claims.

6. Make final decisions under the Disputes clause.

7. Make final acceptance under the contract.

8. Make final decisions under the Suspension of Work clause.

9. Make equitable adjustments.

10. Authorize change in amount of Payment Retention.

11. Approve subcontractors.

12. Approve payments with deductions or final payment.

13. Approve use and possession prior to completion.

14. Enforce the warranty provisions.

15. Issue any direction that would result in a possible change to contract requirements.

VI. LOSS OR DAMAGE

If due to fault, neglect, dishonesty of the contractor, his agency or employees, loss or damage to government property is incurred during the performance of this task order, the contractor shall be responsible for the same. The government, at its option, in lieu of repayment, may require the contractor to replace at its own expense, all property as directed by the Contracting Officer.

The Contractor shall assume full liability and responsibility for any loss or damage to Government property caused by his/her operations and shall assume full responsibility for any and all damages or claims for damage resulting from injury to persons, property or equipment which might result from any service performed under this task order. The Contractor shall be responsible for the repair or replacement of all damaged government property caused by his/her operations. The Contractor shall notify the Contracting Officer and COR, in writing, within eight (8) hours of any damage occurring and include details related to the extent. Details should include any park operations or assets adversely impacted. Furthermore, the Contractor shall take any immediate actions necessary to prevent further damage (cone/barricade, seal breaches with tarps, etc.). The Government, at its sole discretion, may elect to repair or replace the damaged property, and deduct such costs from monies due.

Historical buildings and other structures and items of cultural/historical significance shall be preserved from damage using appropriate protective measures. In the event of damage, the CO and COR shall be notified immediately by whatever means available to the contractor.

The Contractor shall notify the CO and COR in writing within 1 hour of the occurrence.

The contractor shall be issued any necessary key(s) required to complete the work specifications. In the case of task orders, the contractor may already possess the necessary keys. Regardless, no work may begin on the project until all government furnished keys have been accounted for on an official hand receipt, DI-105, (to include keys received previously without a hand receipt). Keys require strict chain-of-custody and control, and the contractor shall have adequate internal control measures to ensure accountability of keys. It is strictly forbidden to duplicate government furnished keys, even if duplicates are destroyed at the end of the project. The contractor shall use keys only when it relates to execution of the specified work and shall at no time relinquish key control to persons that are not employed by the contractor.

III. PERIOD OF PERFORMANCE: