1. Statement of Work - Fort Carson Snow Removal 2026.pdf

STATEMENT OF WORK

SNOW REMOVAL

FORT CARSON COMMISSARY STATEMENT OF WORK

Fort Carson Commissary is located at 1551 Prussman Blvd. Bldg. #1800 Fort Carson, CO 80913

1. GENERAL: The contractor shall provide all personnel, labor, supervision, equipment, tools, parts, transportation, and other items necessary to perform snow, ice removal and salt treatment for the location covered by this contract. Services will be for approximately 50,356 square feet of receiving area lot at the rear of the Fort Carson Commissary, approximately15,795 square feet of access road bordering the Fort Carson Commissary from Wetzel Ave to the back wall of the Fort Carson Commissary receiving area and 15,354 square feet of side parking lot area for employee parking and the CLICK2GO service that is located between the main patron parking lot and the receiving area lot access road (to include; receiving area, employee walkway to the building, customer sidewalk leading to the building and front of the Commissary building within five feet).

2. QUALITY: During periods of snowfall when the rate of accumulation is less than 1" per hour, the Contractor shall remove all snow and ice to expose paved or concrete surfaces. During periods of snowfall when the rate of accumulation is greater than 1" per hour, the Contractor shall continuously remove snow as necessary, to preclude an accumulation of no more than 1" on paved/concrete surfaces or the grassy area leading from the loading dock. The Contractor shall apply snow/ice removal materials commercially recognized as safe for paved/concrete surfaces, as required to assist in the removal/build-up of snow and ice accumulation such as Premiere Ice Melter, Superior Snow- N-Ice Melter or Ice Away, to ensure environmental and facility and compatibility.

3. NOTIFICATION: Within 10 days of contract award, the contractor shall provide the Store Director with a point of contact and phone number to receive service calls and to resolve customer service and invoicing/billing issues. The contractor’s representative shall coordinate with the Store Director for services under this contract.

4. PERSONNEL: This is a service contract and shall require contractor employees to identify themselves as contractor personnel by introducing themselves, or being introduced as contractor personnel, and displaying distinguishing badges or other visible identification for meeting with Government personnel. The Contractor shall designate a Project Manager and at least one Alternate Project Manager as Key Personnel for this contract. These individuals shall be the Government's primary points of contact for all technical and performance-related matters. The Contractor shall provide the names and contact information for these individuals to the Contracting Officer (CO) and Store Manager (MGR) within five (5) business days after contract award.

A. Responsibilities The Project Manager and Alternate Project Manager must be fluent in English and shall have full authority to act on behalf of the Contractor on all matters pertaining to this contract. The Project Manager is responsible for the overall management and coordination of the work and shall act as the central point of contact with the Government. The Project Manager or Alternate Project Manager shall provide proper supervision of all jobs. The ordering office will give directions for snow removal;

however, detailed instructions for carrying out such directions will be the responsibility of the supervisor. The supervisor will be responsible for furnishing a listing of all equipment, names of operators, and the time they arrive on-site, and the time each operator or piece of equipment leaves the work site. The contractor is responsible for repairing any damage caused by its operations at no cost to the government.

B. Availability - The Project Manager or Alternate Project Manager must be available and reachable by telephone 24 hours a day, 7 days a week during any period in which snow removal and de-icing operations are reasonably expected or are actively underway.

C. Notification and Replacement The Contractor agrees that the Key Personnel shall not be removed from the contract, replaced, or have their duties diverted without a compelling reason and without the express written consent of the Contracting Officer. If replacement is necessary, the Contractor shall submit a written request to the CO no less than fifteen (15) calendar days in advance of the proposed substitution. This request shall include the name and qualifications of the proposed replacement. All proposed replacements shall have qualifications, experience, and authority equal to or greater than the individual being replaced.

WORK SCHEDULE: Day and time of all work performed under this contract will be in accordance with the Contract Line Item (CLIN) schedule and will prevent interference with normal commissary operations.

DEFINITION OF PRIORITY AREAS

For the purposes of this contract, the areas requiring snow and ice removal are categorized into two priority levels with distinct performance standards.

Priority 1 Areas: These areas are critical for life safety and essential daily operations. The contractor must clear these areas to bare pavement within six (6) hours after snowfall has ceased. Priority 1 Areas include:

• Main Customer and Employee Pathways:

o The customer sidewalk leading to the main entrance.

o The area extending five (5) feet from the front of the Commissary building.

o The designated employee walkway to the building.

• Primary Access and Service Points:

o The access road bordering the Commissary, from Wetzel Ave to the receiving area.

o The designated "CLICK2GO" service and parking area.

Priority 2 Areas: These areas are necessary for full operational capacity but are secondary to immediate safety routes. The contractor must clear these areas to bare pavement within twelve

(12) hours after snowfall has ceased. Priority 2 Areas include:

• Receiving and Parking Lots:

o The main receiving area lot at the rear of the building (approx. 50,356 sq. ft.).

o The side parking lot used for employee parking (approx. 15,354 sq. ft.).

COMPLIANCE WITH ENVIORNMENTAL PROTECTION AGENCY (EPA) AND

ASSOCIATED FEES:

The contractor shall comply with all applicable EPA guidelines and procedures during the performance of this contract. The contractor shall, without additional effort by or cost to the Government, maintain and acquire all permits in accordance with local, state, and federal regulations applicable to snow removal and the application ice/snow melting chemicals. All chemicals to be used must be pre-approved by the Fort Carson Department of Public Works and all Material Safety Data Sheets must be supplied to the Fort Carson Commissary and the Contracting Office. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such responsibilities.

VEHICLES AND EQUIPMENT: The contractor shall provide all vehicles and equipment required to fulfill the requirement. Vehicles shall be in operable condition and meet all local, state and federal safety requirements. The supervisor will be responsible for furnishing a listing of all equipment, names of operators, and the time they arrive on-site, and the time each operator or piece of equipment leaves the work site.

BASE ACCESS: See FAR Clause 52.204-4500 in the Solicitation.

INCLEMENT WEATHER SCHEDULE: The contractor shall clean the designated lots and access roads during the periods specified in the contract. In the event of severe inclement weather, the contractor shall notify the Store Director/ or designated representative, in advance that a cleaning is not possible and ask for an exception to the cleaning schedule. When exceptions are granted, the contractor shall accomplish the cleaning within 2 hours after the severe weather has terminated. Rescheduling to provide make-up lot cleanings shall not be a basis for a claim by the contractor for additional compensation.

AVAILABILITY OF UTILITIES: Water and electricity are available at the job site and may be utilized by the contractor at no cost, in quantities necessary to perform work required.

Contractor shall be responsible for all temporary connections and for disconnection of same upon completion of work.

SERVICE/DELIVERY TICKETS: When work is completed, contractor must leave a service/delivery ticket and shall obtain a signature, from only an authorized store representative, on service ticket before departing or by sending a copy later that day to the store POC if work is completed before store opening. Authorized personnel will be determined by the Store Director.

INVOICING AND BILLING: After the contractor submits a proper electronic invoice via Procurement Integrated Enterprise Environment (PIEE) system (formerly known as WAWF), the Commissary Officer, or their designee to act as an authorized representative of the Government, will use the dated delivery ticket, as well as the individual itemized invoices to confirm, review, and verify completion of the service. After confirming completion of the service and receiving the contractor’s electronic invoice via PIEE, the Commissary Officer, or their designee to act as an authorized representative of the Government, will then document acceptance of the service in PIEE and the payment will be processed via DFAS electronically.

Quality Assurance Surveillance Plan (QASP)

For Snow and Ice Removal Services Fort Carson, Colorado

1.0 INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is a government document that will be used to manage and evaluate the contractor's performance for the Fort Carson Snow and Ice Removal Services contract. The purpose of this QASP is to provide a structured method for monitoring performance to ensure services conform to the technical requirements in the Statement of Work

(SOW).

This QASP explains the following:

• What will be monitored.

• How monitoring will take place.

• Who will conduct the monitoring.

• How monitoring efforts and results will be documented.

2.0 ROLES AND RESPONSIBILITIES

• Contracting Officer (CO): Holds overall responsibility for the contract. The CO is the only individual with the authority to make changes to the contract terms and conditions.

• Store Manager (MGR): The MGR is responsible for performing surveillance of the contractor's performance as detailed in this QASP and for notifying the CO of any performance deficiencies.

3.0 SURVEILLANCE METHODS

The MGR will use the following methods to monitor the contractor's performance.

• 100% Inspection: Used for critical, high-visibility tasks where full compliance is required. The MGR will inspect every instance of the required work.

• Random Inspection: Used for routine or recurring tasks. The MGR will inspect a random sample of work to determine overall quality.

• Customer Complaint Analysis: Used as a reactive measure. The MGR will investigate all formal complaints from facility occupants and personnel to validate potential performance deficiencies. All validated complaints shall be considered defects.

4.0 PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The PRS matrix below links the key performance objectives from the SOW to the government's surveillance plan.

Performance

Objective (What to Monitor)

Performance Standard (From

SOW)

Acceptable Quality Level

(AQL)

Surveillance Method

Remedy for Non- Performance

1. Service Response Time

Contractor must begin snow removal operations within two (2) hours of notification from the MGR.

95% compliance per month. (No more than 1 late response for every 20 service calls).

100% Inspection.

MGR will document the time of notification and the time of contractor's arrival on-site.

A deduction of 5% may be applied to the invoice amount for the specific service call.

2. Clearing of Priority 1 Areas (e.g., Emergency Routes, Main Arterials)

All Priority 1 areas must be cleared to bare pavement within six (6) hours after snowfall has ceased.

95% of Priority 1 routes meet the standard per snow event.

100% Inspection.

MGR will conduct a site drive-through upon the 6-hour completion mark.

A deduction of 10% may be applied to the invoice amount for the specific service call for failure to meet the AQL.

3. Clearing of Priority 2 Areas (e.g., Parking Lots, Secondary Roads)

All Priority 2 areas must be cleared within twelve (12) hours after snowfall has ceased.

90% of Priority 2 areas meet the standard per snow event.

Random Inspection. MGR will inspect a sample of parking

A deduction of 5% may be applied to the invoice amount for the specific service

De-icing materials must be applied to designated areas within three (3) hours of MGR notification identifying icy conditions.

lots and secondary roads.

call for failure to meet the AQL.

4. De-icing Application

95% compliance per month.

Random Inspection.

A deduction of 5% may be applied to the invoice amount for the specific service call.

5. Property Damage Prevention

Contractor operations shall result in zero (0) instances of damage to government or private property (curbs, signs, vehicles, etc.).

No more than one (1) substantiated instance of minor property damage per month.

Customer Complaint Analysis & MGR Spot-Checks.

The contractor shall be required to repair or replace any damaged property at no cost to the government.

6. Reporting

Contractor shall submit an accurate Service Event Report within 24 hours of completing each service call.

100% of reports submitted on time and accurately.

100% Inspection.

MGR will check for timely receipt of each report.

A withholding of invoice payment may occur until all required reports are received.

5.0 DOCUMENTATION OF PERFORMANCE

The MGR will document all surveillance activities. When performance is acceptable, the MGR will note this in their surveillance log. When performance is unacceptable, the MGR will complete a Contract Discrepancy Report (CDR) and provide it to the CO and the contractor.

The CDR will detail the nature of the deficiency and request a plan for corrective action.

This QASP provides a clear framework for ensuring the government receives the quality of service it is paying for. It establishes a professional and accountable relationship between the MGR and the contractor.