SOW CLVD Grounds Maintenance and Snow Removal.doc

PR #:

STATEMENT OF WORK

STATEMENT OF WORK (SOW)

FOR

Grounds Maintenance Agreement at USCG Cleveland Moorings

1.0 GENERAL

1.1 Background

The U.S. Coast Guard is procuring Grounds Maintenance services as described in the following paragraphs for the U. S. Coast Guard Cleveland Moorings installation housing U.S. Coast Guard Marine Safety Unit (MSU) Cleveland and U.S. Coast Guard Station (STA) Cleveland Harbor, Electronics Support Detachment Cleveland, and Coast Guard Cutters MORRO BAY and NEAH BAY. These units are referred to as USCG Cleveland Moorings throughout this statement of work.

The purpose of this statement of work is to define the requirements and scope of the effort so the selected Contractor can identify and provide the personnel, management, supervision, materials, supplies, equipment, tools, transportation, and other items or services (except those stated herein) necessary to accomplish grounds maintenance services at USCG Cleveland Moorings.

1.2 Scope

The Contractor shall furnish all labor, materials, equipment, transportation, and supervision necessary to perform grounds maintenance for all landscaped areas. The work consists of grass mowing, edging, trimming of shrubbery, blowing, and vacuuming walks and roadways and collection/disposal of litter, trash, and fertilization. The Contractor shall coordinate snow removal and salting at sites when deemed necessary by the COR including all walkways, paved roads/parking spots, and gates.

Specific requirements and tasks for each area are described in Section 2.0 Specific Requirements/Tasks.

1.3 APPLICABLE DOCUMENTS

N/A

2.0 SPECIFIC REQUIREMENTS/TASKS

The following paragraphs describe the requirements and tasks for the selected Contractor to provide grounds maintenance services. Each work area is listed with the required frequency of specific tasks.

Landscape Maintenance

2.1 INSPECTION PRIOR TO BEGINNING WORK: Prior to performing any grounds maintenance, the contractor must inspect the landscaped areas and report to the COR any adverse conditions and give recommendations for solving the problem. Conditions include, but are not limited to:

a. Under watering

b. Over watering

c. Stress

d. Change in color of grass

e. Weeds and fungus

f. Insect and animal pests

2.2 LITTER/TRASH DISPOSAL: Bottles, loose paper cartons, cans, and other material not compatible with well-kept grounds shall be removed prior to each mowing. All debris is to be hauled outside the Government property the same day it is collected and disposed of at the Contractor’s expense.

2.3 MOWING: Grass cutting shall be completed as follows: October – twice a month (every other week), November through April – as needed to maintain the height described below, May through September – once a week. Mowing equipment shall be kept in sharp condition and the cutting height from two- and one-half inches to three inches of blade surface remaining after each cut.

2.4 TRIMMING TURF: Trimming turf shall be done on a recurring basis in conjunction with grass cutting and shall include edging the grass along walks and roadside or areas where grass meets interferences, i.e., sidewalks, roadways, walks, walls, fences, trees, shrubs and the barrier between ground cover and grass, fire plugs, poles/post or along any structure bordering on a landscaped area. Eradication by chemical means may be utilized if approved by the COTR. Chemicals if utilized must meet the Environmental Protection Agency’s requirements and are supplied at the Contractor’s expense. Chemicals shall not be used for edging.

2.5 PRUNING/TRIMMING OF SHRUBBERY: Hedges and shrub spaces shall be maintained in a neat fashion as directed by the COTR. Pruning/trimming shall be done at intervals not to exceed once each month. Pruning shall be done to develop proper shape and growth to remove broken limbs and growth damaged by insects or disease or by storm. All pruning shall be done in accordance with acceptable horticultural practices.

2.6 WEED CONTROL: All landscaped areas shall have all weeds removed at least once per month. If chemical weed control is used it shall be EPA approved and shall not harm the landscape. Weed growing in parking lots and other undesirable areas shall be sprayed once per month. All removed weeds shall be disposed of in accordance with paragraph 3.7.

2.7 CLEAN UP: Immediately after each ground service, the Contractor must collect all grass clippings, hedge trimmings, leaves, palms, trash, and debris to be hauled outside the Government property area as described in Section 2.2.

Snow Removal

2.8 INSPECTION PRIOR TO BEGINNING WORK: The Contractor shall coordinate snow removal at sites when deemed necessary by the COR.

2.9 Snow removal work shall be completed by 0630 EST

2.10 All plowing shall occur when the snow accumulation totals 4 inches or more with salting as needed. Multiple visits a day may happen during heavy snow accumulation.

2.11 Contractor shall use best judgment or when contacted by the COR in afterhours plowing and salting.

2.12 Plowing of the roadway up to the gate/entrance, road up to the parking lot, entire parking lot, front of the building, the open area on the side of the building, and all walkways.

2.13 Salting of the roadway up to the gate/entrance, road up to the parking lot, entire parking lot, front of the building, the open area on the side of the building, and all walkways.

3.0 CONTRACTOR PERSONNEL

All persons conducting business at the USCG Cleveland Moorings are required to meet all applicable safety requirements set forth by the U.S. Coast Guard. Access to the facility is controlled by USCG Station Cleveland Harbor and all persons entering the facility will be subject to search and asked to provide proper identification.

3.1 QUALIFIED PERSONNEL

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor’s staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the COR prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 EMPLOYEE CONDUCT

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.4 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 QUALITY ASSURANCE

The Contractor and their personnel shall check in and out with the Project Officer and/or their designated representative. Any issues that arise will be addressed by the Project Officer and/or their designated representative.

The Contractor and their personnel shall complete the enclosed checklist (2.1 through 2.13) for the landscape and snow removal tasks and turn them in to the Project Officer at the end of each workday.

5.0 Period of Performance

The period of performance for this contract is a one-year base period with two one-year option periods as follows:

Base Period

September 1, 2024 through August 31, 2024 Option Period One

September 1, 2025 through August 31, 2025 Option Period Two

September 1, 2026 through August 31, 2026

5.1 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facilities with frequent visits to the United States Coast Guard at:

Location:

USCG Cleveland Moorings

1055 E. 9th Street

Cleveland, OH 44114

Project Officer Gross, Jacob MKC (and/or his designated representatives)

Office: 216-937-0141

5.2 HOURS OF OPERATION

Snow removal contractor will have 24-hour access to meet the requirements outlined in section 2.0. Lawn care contractors shall perform the services described in Section 2.1 through 2.7 between the hours of 0800 a.m. and 1500. Work shall begin no earlier than 0800 a.m. and the contractor shall be out of the gate no later than 1500. At no time shall the lawn care contractor be on premises before or after normal working hours. The facility is not open to contractors on federal holidays. A list of federal holidays will be provided upon request. The lawn care contractor is otherwise required to perform the services on the same day every week but need not perform them at the same time every week. There may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

5.3 Travel

Contractor travel shall not be required for this requirement.

6.0 GOVERNMENT FURNISHED RESOURCES

The contractor will have access to the following supplies, materials, equipment, facilities, utilities, and services:

· All utility services required in the performance of this contract, including normal amounts of electricity, water, and heat for spaces assigned by the Government for use by the Contractor. Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in the performance of work. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building; no special heating or cooling of water will be provided.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in Section 6.0 Government Furnished Resources.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The Contractor shall have 30 business days to make corrections and redeliver.

LAST UPDATED:12/15/2023

PAGE 2/4