SOW for NAC Snow Removal 17Nov21 (DRAFT).pdf

US Department of Agriculture (USDA)

Statement of Work

USDA-FS National Agroforestry Center

Snow Removal Services

17 November 2021

Contents Project General Information

1.0 Scope of Work

2.0 Background

3.0 Definitions / Technical Requirements / Tasks

4.0 Government Furnished

5.0 Contract Management

Project USDA-FS National Agroforestry Center Snow Removal Services

General Information

1.0 Scope of Work

Snow and ice removal service for the National Agroforestry Center. 1945 North 38th Street, East Campus Loop – UNL, Lincoln, NE.

The contract will be awarded for a Base Period and four (4) twelve-month Option Periods by means of firm fixed-price contract based on estimated quantities. Work will only occur during the snow season from October to April. The area is estimated at 1.6 acres.

2.0 Background

The location is on the University of Nebraska campus, on land leased to the USDA-Forest Service. Services were previously performed under a combined contract for grounds maintenance and snow removal on a firm fixed price monthly basis.

Responsiveness and clearing of all snow from sidewalk areas has been an issue on previous contracts.

3.0 Definitions / Technical Requirements / Tasks

DEFINITIONS. As used throughout this contract, the following terms shall have the meaning set forth below.

Clear. “Clear” shall be defined as free of all accumulated snow.

Contracting Officer (CO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized Representatives of the Contracting Officer (COR) acting within the limits of their authority as delegated by the Contracting Officer.

Contracting Officer’s Representative (COR). A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the Contractor. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual does NOT have authority to change the terms and conditions of the contract.

Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative. A foreman or superintendent assigned in accordance with the “CONTRACTOR EMPLOYEES” clause.

Frequency of Service.

Daily. Services performed during season of inclement weather, each night prior to regular working day, Sunday through Thursday, excluding a) other days specifically designated by the Contracting Officer.

As Needed. Services performed on an as needed basis when conditions warrant after inspection.

Inclement Weather. During the season where cold temperatures are expected to develop snow or ice accumulation in the Lincoln area.

Quality Control. Those actions taken by a Contractor to control the performance of services so that they meet the requirements of the PWS.

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the SOW.

Regular Workday/ Hours. The Government's regular (normal) working hours are from 08:00 a.m. to 04:30 p.m., Monday through Friday except (a) other days specifically designated by the Contracting Officer.

TECHNICAL REQUIREMENTS FOR SNOW AND ICE REMOVAL

The Contractor shall provide all labor, supplies, supervision, tools, materials, equipment, and transportation necessary to provide basic snow and ice removal service in accordance with this specification. Snow and ice removal requirements are divided into three groups: Inspection, Snow Clearing, and Ice Melt Distribution.

Inspection. Basic inspection services shall be performed during inclement weather, on a daily basis and shall consist of the following services.

1) Weather Forecast. Check the weather forecast each night for each site prior to regular workday. If there is a 30% or greater chance of snow or ice predicted, have snow and ice removal staff inspect affected site the following morning prior to 06:30 a.m.

2) Inspect. Visibly inspect all drives, parking areas, walkways located on the property of the affected site. Use the following criteria.

a. If there is ¼ inch or less of snow or any ice on these surfaces, spread approved ice melt product only.

b. If there is more than ¼ inch of snow, remove the snow first.

c. If ice is still present or more snow is expected then spread approved ice melt product.

Snow Clearing. Basic snow clearing services shall be completed not later than 7:00 a.m. Monday to Friday, including Federal Holidays. Repeated clearing shall occur between the hours of 1:00 p.m. and 3:00 p.m. when additional snowfall accumulations exceed 1 inch. Snow clearing shall consist of the following services.

1) Driveway. Driveway located on the affected site must be clear of snow. Particular attention should be aimed at minimizing piled snow near the drive entrance, parking area access, or building. Care should be taken as to not damage any signs, drive markers, curbs, grassy areas or any other permanent obstacle on the side of each drive.

2) Walkways. All concrete sidewalks, ramps, should be clear of snow. Care should be taken as to not damage any signs or any other obstacle in and around these areas.

Ice Melt Distribution. Ice Melt Distribution shall be performed whenever inspection shows the presence of ice and shall consist of the following services.

1) Spread Ice Melt. If any ice is present or ¼ inch of snow, the approved ice melt product should be spread across all paved and concrete surfaces. This includes driveway and walkways located on the affected site. Particular attention should be aimed at evenly distributing, only the amount of ice melt needed to effectively melt the ice or snow and maintain a clear surface. Care should be taken to minimize overuse, not have large clumps of ice melt in one area and not spread beyond surfaces that need it.

2) Provide covered buckets of ice melt product outside all 3 entrances of the building.

4.0 Government Furnished

The Government will provide the Contractor the option of using certain Government owned facilities, equipment, materials, and utilities for use only in connection with this contract. The use of Government furnished property and services for other purposes is prohibited.

a. Government Furnished Facilities. The Government will not furnish or make available facilities to the Contractor. The contractor will receive an electronic key fob for access through the property gates and one manual key to lock garage gate open for plow service.

b. Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

c. Government Furnished Material. The Contractor shall furnish all materials required for the performance of this contract.

The Government will not provide any materials to the Contractor.

d. Availability of Utilities. The Government will not furnish utilities to the Contractor.

5.0 Contract Management

The Contractor shall manage the total work effort associated with the snow and ice removal services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including, but not limited to, planning, scheduling with the COR and quality control. The Contractor shall provide an adequate staff of personnel with the necessary expertise to assure the performance and high quality of the work. The Contractor shall maintain an adequate workforce to complete work in a timely manner.

a. Contractor Furnished Items. Except for items listed in Section 4, the Contractor shall provide all facilities, equipment, materials, supplies, and services to perform the requirements of this contract. Material, equipment, and supplies provided shall meet the requirements specified by the COR and shall be of acceptable commercial grade and quality. Material used should be of a bio-degradable nature or if hazardous, quantities used should not exceed thresholds that become an environmental hazard. The Contractor shall maintain MSDS sheet for materials used in conjunction with the contract and made available to the COR for review.

b. Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work in a timely manner. A Contract Program Manager will be designated and be available by telephone Monday thru Friday from 6:00 a.m. until 6:00 p.m. Monday to Friday, including Federal Holidays. The COR will be notified in advance when contract schedule requirements will not be met, and updates provided.

c. Work Schedule. All work shall be performed when specified conditions warrant based on weather forecasts and site inspection. When snow clearing and ice melt distribution are required, services must be completed not later than 7:00 a.m. Monday to Friday, including Federal Holidays.

d. Interference with Government Business. The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall be responsible to make every effort to minimize the impact of the interference, inconvenience, customer discomfort, etc.

e. Protection of Government Property. During execution of the work, the Contractor shall take special care to protect Government property including work area, vehicles, and other government owned property from damage, tampering and theft. The Contractor shall return areas damaged because of work under this contract to their original condition, to include painting, refinishing, or replacement, if necessary.