Performance Work Statement - HCL Mowing.pdf

KANSAS CITY DISTRICT

CORPS OF ENGINEERS

PERFORMANCE WORK STATEMENT

Mowing and Trimming Service Harlan County Lake

C.1 General Information

C.1.1 Background: Harlan County Lake is the second largest reservoir in Nebraska. Recreational development is extensive. Six parks managed by the U.S. Army Corps of Engineers, are located around the reservoir. Park areas at Harlan County Lake offer a wide variety of recreation facilities including boat launching ramps, campgrounds, full service marinas, picnic areas, and sand swimming beaches. Many routine maintenance items are contracted to the private sector, including mowing, refuse collection, and facility cleanup.

C.1.2 Scope of Work: The Contractor shall provide all manpower, equipment, fuel, tools, supervision and other items and services necessary to provide mowing and trimming of parks and roadways at the Harlan County Lake, near Republican City, Nebraska as described in this Performance Work Statement (PWS) and elsewhere in the contract.

C.1.3 Post Award Conference: After award, but prior to commencement of work, the Contractor shall contact the Contracting Officer, to arrange a mutually agreeable time to meet at the Harlan County Project Office to review the requirements and details of the work.

C.1.4 Required Insurance: The Contractor shall provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the below. Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained.

REQUIRED INSURANCE SCHEDULE

TYPE AMOUNT

Worker’s Compensation Coverage complying with Applicable State Statute Employer’s Liability Minimum amount of $100,000.00 General Liability on occurrence of bodily injury which includes, but is not limited to, insurance for all work required herein.

Minimum limits of $500,000.00 per

Comprehensive Automobile Liability Minimum limits for $200,000 per person and $500,000 per occurrence for bodily injury, and $20,000 per occurrence for property damage.

C.1.5 Quality Control

C.1.5.1 The Contractor shall designate, in writing, a responsible on-site representative who shall serve as a contact for matters involving quality, performance or non-performance of the required work assigned to that crew. The Contracting Officer may disapprove any individual whom he considers to be incompetent to perform the work required. Such disapproval will be given to the Contractor by written notice, and the Contracting Officer’s decision shall represent a final decision.

C.1.5.2 The Contractor shall furnish to the Project Manager, a telephone number attended during normal business hours (8 a.m. – 4:30 p.m., CST) to which calls concerning performance or other contractual matters can be placed.

For the purpose of time and date, a message will be deemed delivered to the Contractor, at such time as it is delivered to the number provided by the Contractor.

C.1.6 Quality Assurance:

C.1.6.1 A Quality Assurance Surveillance Plan (QASP) will be used during the life of the contract to ensure that the Contractor is performing the services required by the PWS in an acceptable manner. The Government develops the QASP and the Project Office administers the Plan through Quality Assurance Evaluators (QAE)s.

C.1.6.2 The government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The government shall perform inspections and tests in a manner that shall not unduly delay the work.

C.1.6.3 In the event that an area is missed, or is not mowed, trimmed, or has not had grass or debris removed as specified, the Contractor agrees to return and re-perform the unsatisfactory or missed services immediately upon receipt of notice from the Contracting Officer.

C.1.6.4 If any of the services do not conform to contract requirements, the government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the government may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed. Payment will not be made for work not performed or not performed to standard.

C.1.6.5 In addition, the Government reserves the right to cause the specified work to be performed by a third party or Government forces and the cost incurred thereby will be levied against the Contractor. Any time Government personnel are used because of Contractor’s nonperformance, the cost levied against the Contractor will include all direct costs associated with the performance of the specified work computed on an hourly basis at the applicable wage rate. Government personnel will be used only when time is of the essence and the interests of the Government would not be served by securing a third party to perform the specified work.

C.1.7 Ordering of Services:

C.1.7.1 Individual orders for required services will be issued by telephone to the Contractor or his responsible individual, and followed by confirmation in writing from the Contracting Officer. Telephone orders will be considered issued at such time as it is delivered to the telephone number provided by the Contractor. The Contractor shall commence the ordered service(s) within 1 week (7days) after receipt of verbal telephone order or date specified in the order (whichever is later), and complete the work in the time specified. The time allowed to complete the required services shall begin either as soon as the Contractor begins the mowing and trimming services, or at the end of the 1-week (7days) after receipt of the order, whichever occurs first.

C.1.7.2 In the event adverse weather or ground conditions occur after placement of an order for services that would create unsafe working conditions or result in damage to vegetation or turf, the Contractor shall cease operations and contact project personnel. Work affected by adverse conditions shall be stopped, restarted or rescheduled at a mutually agreed upon time, to the extent possible. Payment will not be made for work not performed as a result of wet weather conditions unless and alternate date for services can be arranged, and services are performed.

C.1.7.3 The Government reserves the right to order any single item/sub-item individually, or any combination of items/sub-items per order, up to and including all items. However, no order shall be placed which totals less than one full workday. One workday shall be deemed to mean 8 man-hours for the purposes of this specification.

AREAS TO BE SERVICED

1. The term “required services”, applied to time allowed, shall be deemed to include all required trimming.

2. Acreages shown above are estimated. The Contractor shall be responsible for determining all acreages and conditions affecting the performance of the work. The Contractor shall satisfy himself/herself that the government estimated acreages are acceptable within 30 days of the first mowing.

C.1.8 Period of Performance:

C.1.8.1 The contract base year shall be effective from 01 April 2026 – 31 March 2026 with four options years subsequently following the base year. Grounds maintenance per the bid sheet shall be performed from 01 April – 30 September for each year the contract is active.

Areas Map Page

Estimated Mixed Grass Acres 6-

13 Mowings

Estimated Park Other Acres 2-

8 Mowings

Estimated Road side Acres 6-

Estimated Class C Park

Acres 4-12

Estimated FRM Acres

2-4 Mowings

Estimated Total Acres

Class A park Areas

Methodis/Hunters Cove 2,3 75.04 0 0 75.04 Class C Park Areas

Gremlin Cove 5 0 0 9.67 9.67

North Outlet 7 0 0 6.35 6.35 South Outlet 8 0 0 2.07 2.07 Cedar,ST,ATV area 10 0 0 3.16 3.16 High Point 11 0 0 1.13 1.13 Other Park Areas

Methodist 2 0 7.97 0 7.97 Gremlin Cove 5 0 1.02 0 1.02 South Outlet 8 0 1.55 0 1.55 Atv Tot Lot 10 0 2.08 0 2.08 Roadside Areas

Methodist 2 0 0 0.57 0 Hunters Cove 3 0 0 1.48 0 0 Administrative Road sides 4 0 0 6.29 0 0 Gremlin Cove 5 0 0 0.76 0 0 Resivoir Road 6 0 0 2.94 0 0 South Outlet 8 0 0 0.72 0 0 Road One 9 0 0 1.81 0 0 Cedar,ST,ATV area 10 0 0 6.28 0 0 High Point 11 0 0 5.01 0 0 FRM Areas

Dam North 6 0 0 0 14.11 14.11 Dam South 9 0 0 20.56 20.56

TOTAL 75.04 12.62 22.38 34.67 144.71

Service Areas & Acerage

C.1.8.2 Services provided by this contract are for a Not To Exceed (NTE) contract. The number of mowings will include 6-12 mowings in areas defined on the attached maps.

C.1.8.3 Mowing and trimming services shall be as ordered for the service period 1 April through 30 September, Monday through Friday, between the hours of 7:30 a.m. and 6:00 p.m. Work will not be permitted on Saturdays, Sundays, and holidays unless this restriction is specifically waived in writing by the Contracting Officer.

C.1.8.4 The Government anticipates that a mowing order for all parks & roadways will be placed prior to the following holidays: Memorial Day, Fourth of July, and Labor Day.

C.1.8.5 All work shall be accomplished within the time frames specified above. Services rendered outside the time frames specified will not be compensated, unless this restriction is specifically waived in writing by the Contracting Officer.

C.1.8.6 The Contractor shall be required (equipment and manpower) to accomplish all mowing and trimming within 5 days. If the Contractor chooses to mow during a rain period, the day will be counted against the five day period allowed by this Performance Work Statement.

C.1.8.7 The Government reserves the right to add a net amount of 100 new features per year within the contracted area with no additional cost to the Government, especially in areas damaged during the 2019 flooding. Features may include but not limited to, trees, shrubs, grills, playground equipment, fire rings, electrical pedestals, trash cans, trash dumpsters, parking lots, campsites, posts, signs, etc.

C.1.9 Contractor Personnel:

C.1.9.1 All Contractor personnel shall be fully clothed, at all times, while performing these services. Clothing shall be clean and neat in appearance.

C.1.9.2 Contractor personnel shall utilize tact, diplomacy and courtesy at all times during contact with the public.

C.1.9.3 All property left by visitors and found during contract operations shall be turned into the Project Office.

Any evidence of vandalism, instances of facilities not operating properly, or facilities in need of repair shall be reported immediately to Project personnel.

C.1.10 Safety Requirements

C.1.10.1 The Contractor shall comply with all provision of Corps of Engineers Safety and Health Manual, EM 385-1-1. The Contractor will be expected to take a vital interest in safety, hazard, and educate their employees to work and plan their work safely. Proper driving techniques and defensive driving will be practiced to prevent vehicle accidents and property damage.

C.1.10.2 The Contractor shall comply with all pertinent provisions of the Federal, State, and local safety regulations and shall take or cause to be taken such additional measures as the Contracting Officer may determine to be reasonable and necessary for the purpose.

C.1.10.3 Contractor vehicles shall be equipped with 4-way flashers and turn signals in operating condition.

Flashers shall be activated when vehicles are parked alongside, or traveling slowly along roadways.

C.1.10.4 Any injury, property damage equipment malfunction or safety hazard observed by the Contractor shall be immediately reported to Project personnel.

C.1.10.5 Tractors and self-propelled mowers over twenty (20) drawbar horsepower and/or exceeding 1,000 pounds gross weight shall be equipped with an approved rollover-protection system, flashers, turn signals and seatbelts. Seatbelts shall be worn and flashers activated at all times when equipment is in operation. Tractors and other slow-moving equipment shall be equipped with slow moving vehicle signs. All mowers and trimming equipment shall be equipped and maintained with safety chains, discharge-deflection devises, and/or other approved safety devices to prevent accidental damage or injury from objects thrown by mowers.

C.1.10.6 The Contractor shall take such measures to protect the public and property from foreign materials thrown from rotary mowers and other rotating equipment while operating in public use areas and on public roadways.

C.1.10.7 During mowing periods, the government reserves the right to schedule meetings with the Contractor.

The meetings shall be scheduled at the Project Office, as necessary; to ensure strict compliance with the terms of the contract, to coordinate work schedules incompliance with the Performance Work Statement, and to arrange a satisfactory operating agreement.

C.2 Definitions and Acronyms: The following definitions and descriptions apply wherever the word, phrase, or acronym is used in their Performance Work Statement.

Acceptable Level of Performance (ALP): The maximum percent defective, the maximum number of defects per hundred units, or the number of defects in a lot that can be considered satisfactory on the average. The allowable leeway or variance from a standard before the government will reject the specific service.

Fully Clothed: Deemed to mean that a sleeved shirt (or T-shirt), trousers, and shoes shall be worn at all times.

Performance Requirements Summary (PRS): The PRS shows contract requirements, the standard of performance, and the acceptable level of performance (ALP) for each work requirement.

Quality Assurance Surveillance Plan (QASP): An organized written document used by the Government for quality assurance surveillance. Document contains sampling/evaluation guides, checklists, and the performance requirements summary (PRS).

Quality Control (QC): A method used by the Contractor to control the quality of goods and services provided.

Roadway Mowing: Mowing width along roadways will be considered 10 feet unless otherwise limited.

C.3 Government-Furnished Equipment, Materials, and Supplies. None.

C.4 Contractor Furnished Equipment and Supplies. The Contractor shall furnish all equipment to accomplish the services specified in this PWS. All equipment must be approved by the Contracting Officer prior to initial use. Equipment breakdown shall not relieve the Contractor of the responsibility of performing the work as specified. The Contractor shall assure that he has, or can obtain on short notice, sufficient backup equipment to continue the services as specified without interruption in the event of mechanical failure of his primary equipment.

C.4.1 Mowers shall be tractor-mounted multi-spindle, rotary type capable of producing a smooth even cut, with a cutting height adjustable from 3 to 5 inches. Blades shall be sharpened and/or replaced often enough to assure smooth grass cut. All mowers shall be constructed to distribute grass clipping evenly to prevent clumps or windrows.

C.4.2 Tractor pulled batwing mowers shall not exceed 15 ft. width, and will not be allowed in more heavily treed or congested areas of campgrounds. Tractors shall be of sufficient horsepower, capabilities and design to operate batwing mowers to prevent scalping or other damage either by blades or side plates, to ground, roads, and roadsides.

C.4.3 Trimming equipment shall consist of power hand mowers, “weed-eaters” or other type power trimmers, weed whips, and other equipment and tools as may be appropriate for the task.

C.5 Specific Tasks: All mowing and trimming shall be completed in an area prior to moving to another area.

The Government reserves the right to designate the starting point (area or items to be mowed first) when ordering services under this contract. Prospective bidders are encouraged to visit and fully inspect all areas, accesses, locations, terrain, etc. prior to bidding. The Government shall not he held accountable for conditions at the site, which were not taken into account by prospective bidders.

C.5.1 Mowing

C.5.1.1 Mowing shall be accomplished so that all turf area is cut to the height of 3. Mowing shall be accomplished to within but not closer than 8 inches of the trunk of any tree or shrub.

C.5.1.2 Mowing operations shall not cause rutting or otherwise disturb existing turf. Tractors shall be operated in such a manner as to protect against the sod being torn by the tractor wheels on turns.

C.5.1.3 All mowers (large and small) shall be compatible with each other in mowing height and appearance of cut grass. After mowing, areas serviced under this contract shall present a neat, well-cared-for evenly mowed appearance, free from ruts or any un-mowed strips, streaks or windrows.

C.5.2 Trimming

C.5.2.1 Trimming is required around trees, shrubs, buildings and other objects. Trimming is required within but no closer than 4 inches from the trunk of any un-mulched tree, bush, or shrub. However, trimming around buildings and other inanimate objects shall be accomplished to the last blade of grass. Movable objects shall be moved and the area around and under such objects shall be mowed and/or trimmed.

C.5.2.2 Trimming height shall match surrounding area grass heights. All areas shall be trimmed simultaneously, or immediately following mowing, and in all instances shall be completed no later than 48 consecutive hours after mowing.

C.5.2.3 Immediately following mowing and trimming, the Contractor shall remove grass clippings or debris deposited as a result of mowing and trimming operations form all sidewalks, and entrances into buildings.

C.5.2.4 All camp pads and water hydrants are sprayed for vegetation control. The Contractor shall trim all vegetation along or within graveled camp pads and graveled hydrants.

C.5.2.5 Extreme care shall be exercised when mowing and trimming around trees, bushes, shrubs, buildings, and other objects to insure that equipment does not come in contact with the object. All costs of repair or replacement in size, kind and type resulting from damage by the Contractor’s equipment shall be borne by the Contractor.

Repair or replacement shall occur within 30 calendar days of noticed damage.

C.6 List of Attachments:

1-14 MAPS

No. 1 Harlan County Lake – Overall Mowing Locations No. 2 Methodist Park No. 3 Hunter Park No. 4 Administrative Roadsides No. 5 Gremlin Area No. 6 Dam North No. 7 North Outlet No. 8 South Outlet Area No. 9 Dam South No. 10 Cedar, ST, ATV Area No. 11 High Point