Attachment_2_-_Scope_of_Work.pdf

Nicodemus National Historic Site Custodial and Grounds Maintenance Service Contract

Nicodemus, just off of US Highway 24 in Graham County, Kansas

US Highway

Roadside Park

Township Hall and Associated

Grounds

St. Francis Hotel Grounds

A.M.E. Church and Grounds

School House

Grounds

Old Baptist Church Grounds

General

Nicodemus National Historic Site, located within the township of Nicodemus, Graham County Kansas will contract for Custodial, Grounds and Minor General Maintenance Services. English will be the language used for this solicitation and subsequent contract. All written and oral communication must be in English. Note; this service scope may increase via modification to the contract, as additional properties are incorporated into NPS managerial control and will be negotiated between the awardee and the government.

Base unit properties that are the focus of this contract;

• Township Hall and associated grounds including portable toilets (custodial and grounds)

• A.M.E Church (custodial foyer area, and grounds)

• Roadside park (grounds)

• St. Francis Hotel (grounds)

Other properties that may be incorporated via modification;

• A.M.E. Church (sanctuary custodial)

• Accessible waysides pull outs and media multiple units through the township (grounds)

• Old Baptist Church (grounds)

• School house (grounds)

Contractor shall supply all materials and personnel to perform work within this contract.

Contractor shall designate a qualified, representative with experience in custodial and landscape maintenance as an onsite point of contact for the duration of this contract (Key Personal). The workforce is to be professionally presentable at all times i.e. wearing a company shirt. All employees shall be competent and qualified, and shall be U.S. citizens or legal residents.

Contractor shall work during the park’s operational hours and shall schedule work with the least impact on visitor’s use and enjoyment. Contractor is to officially communicate only with designated representatives of the National Park Service; all other persons or entities will not be considered as official communication. Representative(s) will be designated at the time of award.

Contractor shall maintain a License, if so required by State or local law, and shall comply with all other license and permit requirements of the State, and Federal governments, as well as all other requirements of the law. National Park Service (NPS), NPS approval is required on all Herbicide or Pesticides. Contractor shall provide information on the proposed chemical, intended use and targeted species. Contractor shall provide an annual report to NPS with total amount of chemical used and area treated . This report shall be due to NPS November 30th of each year. Contractor shall obtain NPS approvals prior to purchase of chemicals. NPS Integrated Pest Management (IPM) and one of its reporting e-tools Pesticide Use Proposal System (PUPS) shall be utilized to seek approval.

General work activities include but are not limited to cleaning and sanitizing restrooms, buildings and portable toilet units, fixtures, floors, walls, windows and lighting fixtures as well as collecting, separating trash and recyclables. Policing grounds, remove refuses from grounds, mowing trimming, pruning trees, seeding, aerating and watering grounds and plantings. Cleaning of the picnic shelters’ and picnic tables’ informational signage units, collecting refuse and debris and disposing in an appropriate waste management system. Maintaining plumbing fixtures supplies and drains, unclogging toilets and sinks and repairing leaking faucets. Perform general maintenance work i.e. replacing nonfunctional light bulbs, air filters on HVAC system, batteries in smoke detectors, door actuators, and furniture moving. Also communicate any additional maintenance needs to the Contracting Officer’s Representative who will be designated at the time of award.

Contractor shall maintain the following on site for emergency use;

• First Aid kits (OSHA approved)

• Spill and disposal Kit for Blood Borne Pathogens spills and clean up

• Sharps waste container; an approved bio-hazard waste container for used sharp items i.e.

injection needles, injection pin tips

• Adsorbent material for liquids, i.e. water, soda, coffee, vomit and other non-toxic liquid spills.

Contractor is to provide the following in response to the solicitation (also included in 52.212-1 in the solicitation document):

• Performance Plan; this plan is to detail how, when and who will be preforming work of this contract. This plan must meet NPS approval it will also be used in rating contractors’ performance and payment.

• Key Personal; provide a resume of personnel including any and all work history, professional credentials, certifications and licensing.

• List of employees that will perform work of this contract. List is to include names, position title and responsibility, and hourly rate.

Contract performance will be accessed via Contracting Officer’s Representative observation and customer service reviews.

No smoking in structures or perimeter of Nicodemus National Historic Site in accordance with federal, state and local laws.

Custodial

Performance standard

Contractor shall take appropriate precautions so as not to damage structures, exhibits, wayside or furnishings with their activities. All contractor damaged properties will be repaired or replaced at contractor’s expense. Facilities are to be clean and sanitized in appearance, floors are to be clean and free of tripping hazards, wet areas, litter, dust, dirt, streaks and stains. Carpet and Rugs are to be clean and free of tripping, wet areas litter, dust, dirt and stains. Glass and hard surfaces are to be clean, free of dirt, streaks and spots. Trashcan receptacles are to be emptied prior to them being full, and/or when items within that omit odors. All trash and debris are to be centrally contained in time for scheduled pickup. Lighting shall be functional and of brightness as to prevent customers eyestrain. Light fixtures diffusers and shades are to be free of dead bugs, dust and spider webbing; bright works on fixtures are to be polished to a shine. Exhibits, Waysides, Furniture, appliances and public accessible electronics shall be clean, free of dust, dirt, stain and streaks, as well as dried, caked-on food or drink spills. Sanitize surfaces that will be used for food or drink related activities including NPS employee and public areas.

Green Park Plan: Contractor is to comply with National Park Service (NPS) Green Parks Plan;

the Buy Green and Reduce, Reuse and Recycle initiative, by procuring and using environmentally friendly Cleaning and Sanitizing Chemicals, paper products that contain the highest possible recycled materials, and/or items that can be reused many times prior to disposal.

See link below.

https://www.nps.gov/subjects/sustainability/green-parks.htm

Work Elements

Daily tasks

• Clean & sanitize toilets, sinks and urinals

• Dust mop assembly area floor

• Sweep and mop restroom floors

• Replenish toilet paper and paper towels

• Police grounds for litter

• Empty waste cans into central container

• Collect recyclables into central container

• Sanitize door hardware including actuators

• Clean glass door panels

• Clean exhibit panels and informational signage

• Dust window sills

• Clean carpet and rugs

• Clean & sanitize surface in portable toilets (outside), replenish paper products

• Inspect and clean hand sanitizer stations in portable toilets

• Sweep floor of portable toilets

• Inspect and replace light bulbs, tubes etc. as needed

• Maintain a recycling program - this includes either contracting with collection service or transport to county collection center. This includes providing a government itemized list of recycled material and weight (LBS) or cubic yard measurement of this material.

Contractor to provide records and waste management plan, information to the government by September 1st annually.

• Accessible portable toilets on the grounds of the township hall. These are to be cleaned and sanitized on the same schedule of the building restrooms. Contractor is responsible for scheduling regular weekly refuse service of these portable toilets. Portable toilets are to be cleaned a minimum of 2 days prior to park service sponsored events.

• Inspect drainage of fixtures and unclog fixture drains as needed

• Sweep clear any accumulation less than .025 from sidewalks and door ways

Weekly Tasks

• Vacuum clean fabric upholstered furniture

• Clean vinyl and leather upholstered furniture

• Sweep and mop main assembly room and stage floor

• Sanitize light switches

• Clean interior window glass surfaces

• Sweep and mop floors of portable toilets

Monthly Tasks

• Inspect fire extinguishers and report status to COR

• Inspect emergency lighting fixture

• Clean exterior window surfaces

• Replace air filters on Heating, Ventilation and Air Condition (HVAC) system

• Check Propane levels and report status to COR

• Remove rugs and sweep and mop under them

As Needed Tasks

• Assist with furniture moving for the Homecoming Event

• Clean & sanitize folding tables and chairs prior and post NPS events

• Set-up, place, prepare and break-down temporary furniture for scheduled events, coffee hours, meetings and other assemblies (minimum 12 events)* pricing information should be provided per event amount.

• Replace batteries in actuator of the automatic doors as needed, twice annually in smoke detectors

• Replace non-operating light bulbs and fluorescent tubes

Grounds Maintenance

Performance standard

Contractor shall take appropriate precautions so as not to damage turf, trees, planting or structures with their activities. All contractor damaged properties shall be repaired or replaced at contractor’s expense. Turf, trees, plantings, sidewalks, trails and paths are to be kept in neat and orderly appearance; clear of snow, ice, obstacles, refuse and debris from maintenance activities.

Turf shall not exceed 6 inches in height nor be mowed less than 4 inches in height. Dead branches, stems and hazards shall be removed from turf, trees and plantings as soon as possible.

Turf, trees and plantings shall be maintained to insure they are not stressed unnecessarily by environmental conditions i.e. no scalping, over fertilizing and watering or excess use of chemical weed control. Turf will be treated with the appropriate weed killer to maintain weed-free lawn year-round. Turf, trees and plantings shall be watered on contractor provided schedule that meets the needs of the plants to insure their health and growth. Waste receptacles are to be emptied prior to becoming overfilled or when contained waste items begin to omit odors. Shelters and tables are to be free of waste, dirt and debris. Wayside exhibits and signage are to be clearly visibly free of overgrowth, bird droppings, and graffiti or other matter which may reduce visibility and visitor’s enjoyment.

All equipment shall be free from leaking oils; vehicles and riding equipment must be equipped with 2 lbs. minimum, ABC fire extinguisher; seat belt and roll over protection system (ROPS).

Contractor shall comply with National Park Service (NPS) Green Parks Plan; Goals, Be Climate Friendly and Climate Ready and Green Our Rides; use equipment that limits the production of greenhouse gases CO2. Be Water Wise; implement water conservation.

Daily Tasks

• During Snow Event; Snow, Ice or Sleet .025 of inch or greater accumulation event, Remove accumulated snow, ice or sleet from sidewalks, doorway and parking areas and treat these areas with ice melt material (Salt)

• Police grounds for litter, branches and other debris and place in proper waste container

• Inspect walkways for tripping hazards and remove hazards

• Empty trash can to central container

• Dispose of all turf, tree and shrubbery debris in accordance with local land fill regulations

Turf Maintenance

• Mowing shall be done weekly throughout the spring, summer, and fall

• Police grounds prior to mowing

• Turf shall be mowed to maintain a 4” turf height. The appropriate equipment shall be utilized and the appropriate care will be exercised when mowing the lawns to avoid damage to the tree roots and trunk

• Trimming and edging shall be done at each mowing to all areas to maintain a well-groomed look

• Watering; lawns shall be watered at such frequency as weather conditions require, replenishing soil moisture to the root zone and allowing for healthy growth and appearance

• Watering shall be scheduled with automatic controllers to supply quantities and frequencies consistent with seasonal requirements

• Turf shall be fertilized at least 4 times yearly (April, June, August, October) with an appropriate commercial fertilizer for a total of nine (9) to twelve (12) pounds of nitrogen per 1,000 square feet Quantities shall be adequate to produce a consistent, green turf

• Weed Control; all Herbicide or Pesticide shall be approved by National Park Service prior to being used. NPS Integrated Pest Management (IPM) and one of its reporting e-tools Pesticide Use Proposal System (PUPS) shall be utilized to seek approval. Contractor shall provide information on the proposed chemical, intended use and targeted species. Contractor shall provide an annual report to NPS showing the total amount of chemicals used and areas treated. This report shall be due to NPS November 30th of each year. NPS approvals shall be obtained prior to purchase of chemicals. Lawns shall be treated with the appropriate weed killer to maintain weed-free lawn all year round

• Turf Seeding: annual seeding of all turf grass areas with buffalo grass; follow seed provider instructions on over-seeding existing turf grass areas. Schedule all over-seed of areas after the annual Homecoming event, seeding coverage rate of 10 to 15 pounds per 1,000 square feet, and irrigate as necessary to keep seed moist until germination. Insure seeding is watered and fertilized to insure germination and growth of seed

• De-thatching raking and/or aeration should be done whenever necessary to maintain a healthy turf

• Fill in Holes & Dressing of Exposed Tree Roots; use clean topsoil fill to fill holes 6 inches or less level with surrounding grade. Cover exposed tree roots by 3 inches minimum and slope to surrounding grades. Apply maximum of .25 of an inch as top dressing in over-seeding operations

Trees, Plants, and Shrub Maintenance

• Trimming, Pruning; Height limitation for tree pruning covered in these specifications is 15 foot. All trimming, pruning will be taken back to the nearest branching steam or branch. Trim, prune and cut back all braches that have dead vegetation, infection, disease and or present a safety issue to pedestrians and vehicles

• Annually inspect all trees on ground for potential safety hazards. From this inspection develop and implement a trimming, pruning or felling schedule for NPS approval Note this inspection is to be schedule after the server weather season (April through June)

• Trim all ground cover as necessary to keep away from paving, borders, and other plants. Trim top growth a necessary to maintain a healthy and pleasing appearance. Trim all shrubs and plants by shaping to maintain a neat but natural appearance and to prevent interference with vehicle or pedestrian traffic. Refrain from shearing plants into geometric cubes and balls. Shrubs and plants will be pruned in such a way to maintain a neat but natural shape

• Pruning; summer blooming shrubs, plants are pruned in January, when they are dormant and spring blooming shrubs, plants are pruned immediately after they finish flowering.

General Maintenance As needed or scheduled tasks

• Replace light bulbs so all light fixtures are fully lit

• Replace batteries in automatic door openers actuators

• Monthly inspection of fire extinguishers Township Hall

• Move furniture and appliances for cleaning and event related needs

Staffing

All assigned staff must be approved prior to working on the site. Contractor shall provide a list of employees that will be on site; include Name, Age and Gender information a copy of photo ID either Driver License or Company ID; and what activities they will perform. This information is required 7 business days prior to employee working onsite.

Contractor shall provide an on-site (English speaking) supervisor that performs on-site inspection of the work and takes appropriate action to correct issues.

Staff attire will be dressed in appropriate and professional attire (sleeved T-shirt with company name at minimum).

Work to be performed during operational hours of the building (No keys will be issued).

Communication; we expect daily reporting to the COR by phone or email in regards to work performed, any maintenance needs noted during performance of contracted work, irrigation problems, dead or dying shrubs, plants, trees, problem areas, erosion, recommendations, and costs of proposed solutions for items out of the scope of the solicitation package.

Performance Evaluation

Evaluation of contractor’s performance will be based on scheduled and unscheduled observations by either the Contracting Officer (CO), Contract Specialist (CS), Contracting Officer’s Representative (COR) and via customer interviews.

Scheduled (formal) Inspection: COR will schedule with contractor to perform monthly inspection of facility while contractor staff is on site performing work. Inspection will include the observation of the performance work activities and the contract performance standards, employee’s attire and conduct payroll interviews of contractor’s employees. Review supply inventory against invoices and other deliverables.

Unscheduled (informal) Inspection: this will be spot check by COR without prior scheduling with contractor. This inspection may be performed when contractor is not onsite performing work. Inspection will included the observation of the performance work activities and the contract performance standards. The attire and conduct payroll interviews of contracting employees will be observed. Review supply inventory against invoices and other deliverables.

Customer Interview

This can be both oral and written comments of visitors, staffing or other public persons that are not identified as a contractor staff or NPS official managing this contract on the conditions of facilities and grounds identified in this contract. NPS has the right to conduct formal visitor surveys which can address the conditions of facilities

These are a few of the factors that will be reviewed doing inspection and evaluation of performance:

• Are facilities clean and neat in appearance?

• Adequate paper products available?

• Did you observe any over filled waste receptacles?

• Is their adequate lighting to meet your needs?

• Did you observe any dust, dirt on surfaces?

• Was glass and hard surface clean and free of fingerprint smudges, dirt or streaks?

• Was there adequate hand cleaner available to you?

• Are grounds well maintained and in good appearance?

• Turf grass look evenly mowed, trimmed and edged?

• No trash, debris or refuse observed?

• Turf and planting appear to be vibrant and in good health?

• Did you walk through snow to access the buildings, waysides or signage?

• Does contractor have adequate supplies on hand to meet customer needs?

• Is contractor being environmentally proactive?

• Is contactor communicating with NPS and other partners?

• Staff is neat and orderly appearance?

• Is staff being fairly compensated?