C04b_Attachment 2_SOW_12444026Q0068.pdf

DIVISION 100 – GENERAL SPECIFICATIONS

110 – SCOPE OF CONTRACT: The Contractor shall provide all labor, tools, equipment, fuel, supervision, transportation, materials and supplies necessary to mow and trim grass, weeds, tree and brush sprouts and leaf collection on the Clinch Ranger District as described herein from April through end of November each year.

Contractor is allowed to mow between 8:00 a.m. to 4:30 p.m., five days a week exclusive of Saturdays and Sundays.

Mowing and trimming activities may be affected by working in and around people and vehicles in the parking lots circulating around buildings. Depending on weather, this stipulation could change; however, changes must be approved by the FS Contracting Officer’s Representative in advance.

120 – DESCRIPTION AND LOCATION: Mowing and weed eating the Clinch Ranger District work center which is approximately 2 acres and Two government houses which is approximately a total of 1.8 acres. Mowing and weed eating will be once per week beginning in April and continuing through mid-November 2026 (mowing and weed eating must occur each time for all locations) the work center. Mowing and weed eating for the government houses will be once every two weeks. Mowing and weed eating must occur each time for all locations.

Clippings and debris must be raked, picked-up, and/or swept-up and removed to make the areas appearance well-groomed for all locations. Work will be inspected before leaving work site by coordinating with COR each time the service is performed (no exceptions).

Mowing will not take place when the grass is wet and will not begin before 8 a.m. and ending time to be agreed upon.

The Clinch Ranger District work center is located at 9416 Coeburn Mountain Road, Wise, VA 24293.

The government houses are located at 626 and 639 Orchard Lane, Wise, VA, 24293.

130 - PREWORK CONFERENCE: Prior to commencement of work, the Contracting Officer (CO) or Contracting Officer’s Representative (COR) will arrange a meeting with the Contractor to discuss the contract terms and work performance requirements.

Prior to commencement of work, preferably at the pre-work conference, the Contractor shall designate in writing a person to act for him/her in their absence. Also anyone that will be mowing must be present at the pre-work meeting.

In the absence of the Contractor, the authorized representative will take action as required to keep the job in progress under the terms of the contract. The presence of the Contractor’s Representative or Contracting Officer’s Representative on the job will not relieve the Contractor of the responsibility for satisfactory performance.

140 – DAMAGE TO PROPERTY: The Contractor shall be responsible for any damage caused by his/her personnel or equipment to any existing structures, private or public, P.O.V’s and G.O.V’s. Damaged items shall be repaired and/or replaced by the Contractor at no additional cost to the Government. When mowing around these items the deflector/chute shall be pointing away from vehicles and no grass/debris to be thrown on any vehicles.

In the event of interruption to utility service, the Contractor shall promptly notify the proper authority and shall cooperate with the authority in the restoration of service.

150 – POLLUTION AND EROSION CONTROL: During all operations under this contract, the Contractor shall take appropriate measures to prevent soil erosion and pollution of water and other resources. All refuse, including garbage, rubbish, and solid or liquid wastes from the contractor’s operations, shall be disposed of in State approved landfills.

DIVISION 200 – TECHNICAL SPECIFICATIONS:

210 – MOWING AND TRIMMING REQUIREMENTS:

211 - Mowing shall consist of cutting vegetation to a height of not more than three inches from the ground, ensuring that no strips of uncut vegetation remain. Mowing equipment must be of the type and operated in a manner that will prevent tractor wheels or mower from tearing out turf on turns. Mowing will not be permitted when the ground is so wet as to cause wheel rutting, Mowing work is not complete until trimming around features, natural and man-made, is complete.

212 - Trimming shall consist of cutting vegetation to a height of not more than three inches around all signs, fence posts, other posts, site furnishings, fences, trees, shrubs, flower beds, landscaping, culverts, buildings, portable toilets, trailers, sidewalks, roads, boulders, parking bumpers, and any other natural or man- made object that protrudes above the ground line to such height as to prevent passage of larger mowing equipment over them without damage to the equipment or object. All trimming will take place at the time of mowing.

Work in these areas shall be accomplished in a manner that will preserve and encourage the growth of grasses, and chopping vegetation at or below ground level will not be permitted. Except areas that it is agreed upon that would be more feasible to spray with an approved herbicide.

Mowing work is not complete until trimming around buildings, site furnishings, signs, posts, fences, boulders used for traffic control and other facilities described above is completed. Road banks and parking spurs will be mowed from edge of road. Fences adjacent to hardened areas, such as paved or gravel roads, parking areas and walkways, will be mowed from edge of hardened area to five feet behind the widest point of fence. Leaf collection and removal shall be performed at the beginning and end of the contract. Leaves will be taken off site after collected.

213 - Contractor shall mow ditch lines through the bottom of ditch.

214 - Contractor shall remove the cut grass from all roads, sidewalks, paths, and parking areas. Ground maintenance shall include keeping the areas free of trash and/or litter. Trash, litter, limbs, rocks and all other debris shall be removed and taken off site by Contractor.

215 - The Contractor shall be responsible for damage caused by mowing/trimming activities to buildings, camper hook-up, signs, guard posts, trees, shrubs, culverts, vehicles, private property, etc. Damaged items shall be replaced at Contractor’s expense.

220 – USE OF EQUIPMENT:

221 - All equipment proposed for use in performance of the work shall be of the size, type, and in such condition to properly pursue the requirements of the contract. Equipment used for trimming shall be adequate to provide close trimming. If at any time during the course of this contract, any equipment is deemed unsatisfactory, the Contracting Officer may order removal and may require a satisfactory replacement at Contractor’s expense.

Mowing equipment must be equipped with safety chains or other protective devices to prevent flying stone, cans, etc from striking persons or damaging property. Mowers and trimmers will be equipped with safety guards and spark arrestors.

230 – PUBLIC RELATIONS:

231 - Good Hosts - The contractor will be seen as a Forest Service employee to visitors. Contractors shall be courteous to office visitors.

240 – SERVICE DELIVERY SUMMARY (SDS), QUALITY ASSURANCE PLAN AND GOVERNMENT

REMEDIES

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly described the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

The government will evaluate the contractor’s performance by appointing a Contracting Officer’s Representative (COR) to monitor performance to ensure services are received. The government representative will evaluate the contractor’s performance through inspections of the contractor’s work and receipt of complaints. The government may inspect each task as completed or increase the number of inspections if deemed appropriate because of repeated failures discovered during inspections or because of repeated customer complaints. Likewise, the government may decrease the number of inspections if performance dictates. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of validity of customer complaint(s) in cases of disagreement with customer(s). The Contracting Officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (May 1997), for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

Performance Objective Performance Threshold Surveillance

Mow and trim grass, 95% of the time The COR will receive weeds and tree/brush sprouts complaints and pass them to contractor’s representative.

Inspections will be performed by COR and negative results reported to contractor’s representative. Services are to be in accordance with 211, 212, 213 and 214.

Standard

Recurring defects are not permitted. If complaints are received and/or the COR notes any negative results from inspection performed, the contractor is required to correct the defect. No defect is recorded against the contractor’s performance; however, if the same situation occurs again during the contract period, a defect will be recorded and reported to the Contracting Officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Feb 2007).

Procedures

Any employee who observes unacceptable services, either incomplete or not performed, for any of the above service items should immediately contact the COR, who will complete appropriate documentation to record the complaint.

The COR should inform the employee the approximate time the defect(s) will be corrected and advise them to contact the COR if not corrected. The COR will consider customer complaints as resolved unless notified otherwise by the employee. The COR shall verbally notify the contractor to pick up the written customer complaint. The contractor will be given twenty four hours after verbal notification to correct the unacceptable performance. If the contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, they will notify the COR. The COR will conduct an investigation to determine the validity of the complaint. If the COR determines the complaint invalid, he will document the written complaint of the findings and notify the employee. The COR will retain the annotated copy of the written complaint for his/her files. If it is determined that the complaint is valid, the COR will notify the contractor who will be given an additional 24 hours to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished; however, a defect in contractor’s ability to recognize a valid customer complaint. The contractor shall return the written customer complaint document, properly completed with actions taken, to the COR, who will file the complaint for monitoring future recurring performance. Copies of all documentation will be forwarded to Contracting Officer.

DIVISION 300 –REMITTANCE AND PAYMENT

310 – Contractor Remittance Address: All payments by the government to the contractor under this contract will be made in accordance with Electronic Funds Transfer (EFT) methods.

Invoices: Invoices shall be submitted monthly after service is performed; no advance payments will be authorized.

Effective February 24, 2014 all invoices are required to be submitted through the Department of Treasury’s Invoice Processing Platform (IPP).