P03 NY PMC tree removal_2023_SOW_8.24.2023.pdf

STATEMENT OF WORK

FOR

Tree Services (Removal, Pruning/Trimming, Stump Grinding) @

LOCATION:

USDA NRCS Big Flats Plant Materials Center

3266 State Route 352, Corning, NY 14830

Revision 2

8/24/2023

Table of Contents

1 INTRODUCTION

1.1 Mission

1.2 Background

1.3 Scope

2 GENERAL REQUIREMENTS

2.1 Non-Personal Services

2.2 Contractor Personnel Qualifications

2.3 Key Personnel

2.4 Location and Hours of Work

2.5 Travel

2.6 Invoicing

2.7 Identification of Contractor Personnel

3 REQUIREMENTS/TASKS

4 DELIVERABLES/SCHEDULE

5 SPECIAL REQUIREMENTS

5.1 Security

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services

5.3 Applicable Documents

5.4 Restrictions Against Disclosure

5.5 Organizational Conflicts of Interest

5.6 Insurance

1 INTRODUCTION

The USDA NRCS Big Flats Plant Materials Center requires tree pruning/trimming, stump grinding, and the complete removal of selected trees.

1.1 Mission

The Big Flats Plant Materials Center (NYPMC) is a 200-acre federal facility that tests plants and plant technologies.

1.2 Background

This project will consist of the professional pruning/trimming (over hanging and dead branches) and removal (felling) of designated trees, under the direct supervision of a demonstrably qualified Certified Arborist, at the NYPMC. The primary objective of this work is to mitigate potential hazards to people and property resulting from falling trees or tree parts that may be created by the trees listed below.

1.3 Scope

The selected Contractor will provide all supervision, labor, personnel, supplies, tools, equipment, materials and advice for the tree removal, stump grinding, and tree pruning/trimming1. The work includes the following:

1. (3) dead, large ash trees, remove and stump grind at PMC residence.

2. (4) large honey locust trees (no spines), remove and stump grinded.

3. (7) removal of stumps by grinding, of these one is large and has 3 leaders. Diameter of stumps to be ground are, 16”, 15”, (2)-31’, 19”, 18” and 48”.

4. Trim overhanging branches of a sycamore tree at the PMC entrance. Keep natural form of tree.

5. (1) large silver maple, (1) large sycamore; (1) large honey locust needs to be trimmed and dead branches removed; and (3) medium-sized maple trees (Norway and sugar) need to be trimmed/thinned and dead branches removed. These are surrounding the PMC office (1 might need to be removed). Keep natural form of tree.

1/ For the purpose of this statement of work large trees are approximately 70-85’ in height and 45’- 65’ in height are medium sized trees.

Tree Pruning/Trimming, Removal/Stump Grinding

1. Tree pruning/trimming shall be completed by qualified tree workers and supervised by a Certified Arborist. .

2. Pruning/trimming trees away from buildings and power lines will consist of removing branches that are overhanging or touching PMC buildings or branches that may in the near future compromising the integrity of the buildings, under the advisement of a Certified Arborist..

3. All portions of the trunk and any tree limbs or branches that are too large in diameter, may not be dropped to the ground, but instead lowered to ground using ropes or other means deemed necessary by Certified personnel.

4. All wood chips and debris from the tree removal shall be cleaned up thoroughly and removed from the PMC. The Contractor shall take every precaution to prevent any falling branches or trees from damaging any adjacent structure or building.

5. Contractor must dispose of ash trees under the requirements of the EAB Quarantine.

6. All stumps shall be removed using a stump-grinder. Stumps and all surface roots shall be ground to at least 6” below soil surface and all grindings and roots removed. Stump site will be leveled and graded to the drip line. The stump cavity shall be filled with topsoil, compacted and seeded with turf type grass.

7. The Contractor shall be responsible for any repair or replacement to any damaged grass area or other property.

8. Contractor is responsible to ensure any pruning/trimming cuts shall be made outside the collar or shoulder ring close to the parent stem so that healing can readily start. Retain the natural look of the tree.

9. Any equipment that may damage the tree bark or cambium layer should not be used on or in the tree. Unless removing the whole tree, the Contractor is not permitted to use climbing spikes or spurs to climb any live tree that needs to be pruned/trimmed.

10. Where pruning/trimming or tree removal conflicts with existing utility lines, NYSEG shall be notified by the Contractor. The Contractor shall obtain all necessary permits and cooperate with NYSEG to avoid damage or liability.

11. Whenever any tree, or large tree sections, being removed may endanger people or property, an adequate area shall be cordoned off with tape or rope and clearly marked to prohibit access by the public or other unauthorized persons.

12. Removal of debris and waste shall be the responsibility of the Contractor. At the end of each day (if more than 1 needed) the Contractor will remove all tree limbs, dead branches, clippings, and other debris from the PMC. The Contractor shall ensure at all times that debris and waste generated is kept clear of traffic and PMC staff throughout the site.

13. Contractor is suggested to be located within 100 miles of the PMC.

2 GENERAL REQUIREMENTS

This section describes the general requirements for this effort.

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees, except for the site lead. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer, in writing, immediately.

2.2 Contractor Personnel Qualifications

This work requires a Certified Arborist (CA) to be onsite during the project and serve as a liaison to the NYPMC. The CA's primary role will be to ensure that all work is done to industry standards and our needs.

Membership in professional organizations such as New York State Arborists, ISA Chapter Inc., the International Society of Arboriculture (ISA), the Tree Care Industry Association (TCIA), or the American Society of Consulting Arborists (ASCA), is strongly recommended.

2.3 Key Personnel

The Contractor shall assign to this contract the following key personnel:

1. Tree Groundsmen

2. Certified Arborist

3. Crew leads and other key personnel

The selected Contractor must:

1. Employ an ISA Certified Arborist

2. Be registered as a licensed tree care company (Tree Care Industry Association (TCIA)

3. Must have a bare minimum of 3-4 years of experience.

Other Key personnel, where applicable, are:

• Arborist municipal specialist

• Tree worker climber specialist

• Tree worker aerial lift specialist

• Tree risk assessment qualification

• Arborist utility specialist

The Contractor may hire a Certified Consulting Arborist with accreditation with the American Society of Consulting Arborists (ASCA) and adhere to the ASCA Standards of Professional Practice. This individual will directly advise the other tree professionals with the knowledge, skills, expertise, and background to handle our specific needs.

During the first ninety (90) calendar days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After the initial 90-day period, the Contractor shall submit the information required below to the Contracting Officer at least 15 calendar days prior to making any permanent substitutions.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

2.4 Location and Hours of Work

Work under this contract is performed at Government facilities. Normal agency workdays are Monday through Friday, except U.S. Federal Holidays. Agency employees typically work eight hours per day, 40 hours per week. Federal employee core hours of work are from 8:00 AM to 4:30 PM daily.

The Contractor shall be responsible for establishing their work hours under this contract, except when access to a Federal facility is required, in which case the Government may limit the Contractors access based availability of agency employees. However, Contractor employees in possession of a valid HPDS- 12 PIV-II Compliant Credential (e.g., LincPass) can work unaccompanied at government locations upon Government approval. See Section SOW 5.1 for additional information.

Weather and security closures by their nature usually arise without advance notice. As such, the Government will notify the Contractor as soon as possible once any closures have been announced.

2.5 Travel

2.6 Invoicing

Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system and in accordance with the payment clause(s) in the contract.

2.7 Identification of Contractor Personnel

Contractor employees, including subcontractors, who attend meetings, send emails, answer Government telephones or place calls, or work in situations where their actions could be construed as acts of Government officials, must clearly identify themselves as Contractor employees.

3 REQUIREMENTS/TASKS

3.1 Tree Pruning/Trimming, Removal

Remove hazardous trees and damaged branches, to provide adequate clearance from permanent structures and elevate for under-canopy clearance.

a. Hazardous trees and limbs to be removed:

1. Broken limbs lodged in the tree

2. Broken hanging limbs in the tree

3. Dead or split branches, 1 inch in diameter or greater

4. Decaying branches with less than 33% sound wood, 1 inch or greater in diameter

5. Tree removal- designated by NYPMC personnel

b. Clearances over the buildings

1. Limbs shall be removed to provide 10 feet clearance over and from the side of permanent structures.

2. Limbs shall be removed to provide an overhead clearance of 10 feet under the canopy.

3.2 Stump Grinding

Trees that are to be completely removed, will have their stumps ground. In additiona, there are stumps that will need to be removed that were previously taken down (see above).

3.2 Restoration-

Any ruts or depressions deeper than 2" are to be repaired and filled with compacted top soil, fertilized, seeded and firmed to existing grade.

1. Fertilizer

• The fertilizer shall consist of the mixture designated as 12-12-12 or approved equal, and shall be applied at the rate of 5 pounds per 1,000 square feet of area to be seeded.

The fertilizer shall conform to the applicable NY fertilizer laws. The fertilizer shall be uniform in composition, dry and free flowing material in condition for application by suitable equipment.

• The fertilizer shall be delivered in unopened bags or other convenient standard containers, each fully labeled with the manufacturers guaranteed analysis. The labels with the guaranteed analysis shall be furnished to the PMC. Any fertilizer which becomes caked or otherwise damaged, making it unsuitable for use, will not be accepted.

2. Seed mixture and sowing (or similar mix)

• 40% Cr. Red fescue

• 30% Per. Ryegrass

• 30% Ky. Bluegrass

• All seed shall be labeled according to the rules and regulations under the Federal Seed

Act. All seed shall be furnished in standard containers, unless the PMC grants exception.

Seed which has become wet, moldy, or otherwise damaged in transit or storage will not be acceptable.

• The seed shall be covered by lightly raking with a steel garden rake or equivalent and rolling with a light lawn roller. The seed shall be evenly spread at the rate of 4 pounds per 1,000 square feet, or as directed by the seed label or seed vendor. Straw mulch shall be evenly spread on top of the seeded area at a sufficient amount to protect the seed.

Note: Restoration will not be paid for separately, but shall be considered included as part of scope of work listed above.

Additional Notes:

1. All work shall be performed in conformance with the most recent version of the following standards:

a. American National Standards Institute (ANSI) A300 (Part 1) – Pruning Standards.

b. American National Standards Institute (ANSI) Z133 – Pruning, Trimming, Repairing, Maintaining, and Removing Trees, and Cutting Brush – Safety Requirements.

2. Confirmation of trees to be pruned/trimmed and removed and changes to the Statement of Work.

a. The Contractor and Certified Arborist shall confirm the location of trees to be pruned/trimmed and removed with the PMC Manager or other PMC staff prior to the start of on-site work.

3. It is the successful bidder’s responsibility to notify “Call Before You Dig”, prior to grinding stumps.

SAFETY:

1. When cutting is in progress, the Contractor is responsible for ensuring safety zones are established and designated on the ground.

2. Contractor shall, unless relieved in writing by the PMC, provide such flagmen, post signs, erect and maintain barricades, guards, construction signs, warning signs, and detour signs as necessary to warn and protect the public at all times from injury or damage as a result of Contractor's operations.

3. In addition, Contractor shall provide watchman for the area whose sole duty shall be to warn and advise the PMC and others of any hazards present in the areas as a result of this action.

4. All flagging of traffic, all furnishing, placing and maintaining of barricades, danger signs, detour signs, warning signs, and lighting devices shall conform to the requirements in the 2009 issue of the "Manual on Uniform Traffic Control Devices for Streets and Highways," U.S. Department of Commerce, Federal Highway Administration.

4 DELIVERABLES/SCHEDULE

Timely completion of deliverables is essential to a successful outcome. Below are the required due dates for each requirement/task.

Item No.

Deliverable Reference Due

1 Tree Removal/Pruning SOW Section 3.1 Within 45 calendar days of contract award.

2 Stump Grinding SOW Section 3.2 Within 45 calendar days of contract award.

3 Restoration SOW Section 3.3 No later than 9/30/2023.

5 SPECIAL REQUIREMENTS

This section describes the special requirements that apply to this contract. The following sub-sections provide additional detail for each requirement.

5.1 Security

The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each workday, all Government facilities, equipment and materials shall be secured.

The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities. The list shall be made available to the Government upon request.

5.2 Government Furnished Property (GFP), Equipment (GFE), Information (GFI), and/or Services n/a

5.3 Applicable Documents

The Contractor shall comply with all documents listed below:

1. Professional Certificates

2.

In providing any credentials and documentation to any organizations, demonstrates a willingness on the part of the tree company and arborist, to stay up-to-date on the latest techniques and information.

5.4 Restrictions Against Disclosure

n/a

5.5 Organizational Conflicts of Interest

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance would require the Contractor, including subcontractors, to provide services related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, that would cause an organizational conflict of interest, the Contractor shall immediately notify the Contracting Officer, in writing, and not perform the work until direction is provided by the Contacting Officer.

5.6 Insurance

The table below lists the kinds and minimum amounts of insurance required, as referenced in contract clause 52.228-5 (Insurance–Work on a Government Installation).

Minimum Insurance Requirements

1 Workers' compensation and employer's liability

$100,000 or per statute

2 General liability:

Bodily injury $500,000 per occurrence Property damage $100,000 per occurrence 3 Automobile liability:

Bodily injury $200,000 per person /

$500,000 per occurrence Property damage $20,000 per occurrence.

In addition, the contractor must provide coverage for any other risks as deemed appropriate, since the Government is not indemnifying the Contractor against any risks under the contract. A current duplicate (not machine reproduced) certificate of insurance must be submitted to the Contracting Officer (CO) for approval before the Contractor begins work under this contract duplicates of renewal certificates (not machine reproduced) obtained by the CONTRACTOR during the life of this contract must immediately be provided to the CO. Also, see the cause, "Insurance Additional Named Insured" below.

The insurance policy must contain an endorsement that any cancellations or material decreases in the coverage’s shall not be effective, unless the insurer or the Contractor gives advance written notices of cancellations or changes in accordance with the CO's instructions.

All premiums or costs incurred to comply with these insurance requirements will be paid by the Contractor. If the Contractor already has an organizational policy in effect, the CO requires evidence that it satisfies all the above stated requirements. The Contractor is required to provide such evidence as deemed necessary by the Contracting Officer before a notice to proceed with contract performance issued.

The Government reserves the right to disapprove the purchase of any insurance coverage not in the Government's interest.

This contract requires that all insurance coverages be kept in full force and effect until all contract work is completed; the insurance requirements also apply to subcontractors.

The Government will not be responsible for any losses, damages, or liabilities beyond the amounts, limits, and conditions of the above-required insurance.

The requirement of contract clause 52.228-5 is hereby supplemented to provide that the general liability policy shall name "The United States of America, acting by and through USDA NRCS," as an additional insured with respect to operations performed under this contract.