SOW_ Lawn Maint_Snow Removal.pdf

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STATEMENT OF WORK (SOW)

FOR

Ground Maintenance and Snow Removal and lawn care at USCG Station St. Ignace

1.0 GENERAL

United States Coast Guard (USCG) Station St. Ignace is planning to enter negotiations with a contractor. The USCG is seeking a contractor to provide ground maintenance, snow removal and lawn care services. Prior to submitting a quote, it is mandatory to examine the SOW and it is highly recommended to visit the facility to take field evaluations and become familiar with existing conditions under which the work will be performed and the areas that are applicable to grounds maintenance, snow and ice removal. After the award of contract, a pre-conference will be held prior to starting the work at Coast Guard Station St. Ignace. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items necessary for Grounds Maintenance and Snow and Ice Removal.

1.1 BACKGROUND

USCG Station St. Ignace is a military facility at 1075 Huron St, St, Ignace, MI 49781. The government has a requirement for a contractor to provide ground maintenance to include lawn mowing, weed removal, snow removal, and ice mitigation as laid out in this scope. Lawn mowing will include all areas inside the perimeter fencing and outside the perimeter fencing for the length of the property. Snow removal must be performed on all roadways and parking areas including USCGC Biscayne Bay pier, to allow safe access and travel for all employees and visitors.

1.2 SCOPE

A. Lawn care and grounds maintenances

1. The contractor shall provide all labor and supervision required to remove weeds, cutting the lawn, edging the lawn, and removing debris. Lawn cutting and edging will occur weekly.

2. The contractor and their staff are responsible for maintenance and operation of all grounds equipment including lawnmowers, weed eaters and edgers. All equipment shall be provided by the contractor.

3. The contractor shall keep all roads, walkways, sidewalks and parking lots clean of all debris.

B. Lawn Maintenance Each Visit

1. Contractor shall mow all grass areas to a maximum height of 3 inches.

file://hqnas/SHARED/G-A/G-ACS/CAAT%20Team/TOOLBOX/SCOPE%20PARAGRAPHS.doc

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2. Contractor shall vertical edge all lawn and pavement intersections such as curbs, sidewalks, and pavement with a typical blade edger or line trimmers.

3. Contractor shall line trim along or around as applicable all items within lawn areas such as, but not limited to, chain link fences, gates, signage posts, lights, buildings, trees and air conditioners.

4. Blowing of grass clippings from streets, curbs and sidewalks will be allowed; however, the clippings shall be picked up and removed and not blown back into mowed lawn areas.

5. Contractor shall remove trash and any other debris on grass prior to mowing. Site will be left in a clean manner.

6. Contractor shall hand pull or line trim weeds in concrete and asphalt paved areas and cracks. The use of weed killer is not permitted.

7. Ruts in lawn areas created by the contractor (e.g by lawn mowers, vehicles, etc.) shall be repaired, filled and sodded to match existing as required. Any other site of building damage because of contractor operations shall be restored to match existing condition at the contractor’s expense.

C. Snow/Ice Removal through 01 December 2026 Until 01April 2027

1. Scope of Services: These specifications establish the scope, service level and frequency under which the Contractor will provide snow and ice removal, and treatment services (“Service”) as required herein at the facilities designated in the Proposal. The Service shall be applicable to all storms and / or events (“Event”), resulting in the deposit of snow, ice, sleet, freezing rain, or any combination thereof, that requires plowing, shoveling, salting, sanding, or chemical application, as per the conditions stated below.

2. Specification Disclaimer: Contractor acknowledges that the Services specified in this document are not intended to express every detail of the Service to be provided by Contractor and Contractor hereby represents that it is experienced and competent in providing Service that meets or exceeds generally accepted practices commensurate with those provided by other companies that provide such Service in region.

3. Right of Inspection and Risk Mitigation: Contractor acknowledges that it has inspected or was able to inspect the work sites and that it understands the Service requirements and conditions under which the Service is to be performed. No allowances shall be made due to the Contractor’s error, negligence, or failure to have adequately inspected the sites where Service is to be performed. Contractor acknowledges, understands and agrees that the cost of the Service is intended to cover foreseeable work, risks, hazards and difficulties inherent to the Service of this nature.

4. Maintenance of Service Records and Disclosure: Contractor shall prepare and maintain records for Services provided and chemicals applied to the property, including dates and times, and provide to the Coast Guard when requested.

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5. Damages from Contractor Operations: Turf, trees, flower/shrubbery areas, ground covers, irrigation equipment, pavement, curbs, curb stop reinstallation, parking lot signs, and other site items that are damaged or destroyed due to the Contractor’s operations, negligence or misuse of chemicals shall be repaired/replaced at Contractor’s expense not later than Sep 1st of the term year. Repair/replacement work shall be coordinated with the Coast Guard’s Representative with no requirement for the Coast Guard’s Representative to initiate the request.

6. Staging of Operations: Contractor’s employees shall stage their work operations from a location on the site out of the way of the pedestrian and auto traffic not to exceed the area of two parking spaces. In general, the Contractor’s presence on the site shall be as inconspicuous as possible. However, with Coast Guard Representative’s prior consent, Contractor may stage equipment and park vehicles and other equipment overnight on site in anticipation of accumulations.

7. Communication Protocol: Contractor hereby agrees to meet with Coast Guard’s Representative to walk the property to discuss conditions, schedules, and items of concern regarding this agreement at the request of Coast Guard’s Representative. It is recommended that current status of the property be documented with Coast Guard’s Representative. Digital pictures are recommended to document any concerns or potential issues. Contractor, at the request of Coast Guard’s Representative, shall make available weekly logs as to time, date, and type of services performed. Contractor shall provide 24-hour telephone and email contact information. The Coast Guard Station Engineer Petty Officer is to be notified by 0530am when problems arise which may result in failure to complete all work by 0600am for morning snow removal.

8. Interference with Employees/Patrons/Guests: At the request of Coast Guard’s Representative, Contractor agrees to reasonably adjust the times of the day and if feasible days of the week when work is performed to minimize interference with Owner’s Guests, Patrons or employees. When workday pedestrian or vehicular traffic inhibits snow plowing during or immediately following a snowstorm, snow shall be plowed and sanded in so far as to maintain open main driveways and walkways during business hours. Snow plowing and salting/sanding is to be completed immediately following the end of the business day. Each day all parking areas and walkways must be completely cleared and treated by 6:00 am and 6:00pm assuming commencement of the event after normal business hours.

9. Compliance with Local Ordinances and OSHA: Contractor shall perform snow and ice removal services in accordance with any federal, state, county and local ordinances. If the Contractor fails to provide snow or ice removal service in accordance with required ordinances, the Contractor shall be responsible for all fines and citations. The Contractor further agrees to abide by all applicable State and Federal regulations and guarantees that all items subject to OSHA requirements will not violate those requirements. At no time shall snow be allowed to be placed, plowed or dumped into the St. Mary’s River or any waterway.

D. Snow and Ice Removal Frequency of Services

1. Contractor shall automatically dispatch crews when the following conditions are met.

Ice has accumulated or is predicted to accumulate, or an accumulation is expected.

Snow in an amount exceeding 1” has accumulated or is predicted to accumulate, or an

LAST UPDATED: 9/1/2026 Page 4 of 10 accumulation is expected. Contractor is not responsible to plow for accumulations of snow less than 1”. Responsibility for plowing includes doing so on weekdays, weekends and holidays with no exceptions unless otherwise authorized by the Coast Guard representative.

2. Should Contractor receive a call from the Coast Guard’s Representative requesting services (within the parameters of this agreement), Contractor shall have 60 minutes from the time of the notification to be on Site to begin operations, with such equipment and operations necessary to service the Site. Under no circumstances does this ‘notice to proceed’ relieve Contractor of his responsibility to have monitored the Site for the need for such Services.

3. Contractor shall arrive on the sites in the early morning hours, (8:00 a.m. or sooner at Contractor’s discretion) when accumulation is during the night. If an accumulation occurs during the day, Contractor shall arrive on the sites within one (1) hour of its commencement.

4. An Event is defined as a deposit of snow, ice, sleet, freezing rain, or any combination thereof, over a 24-hour period time. This period is defined as 12:00 AM through 11:59 PM the same day. Once a new day starts at 12:00 AM the following day then a new event begins. For example, a storm may begin at 3 PM and need to be serviced. If the snow continues through midnight a new event will begin at that time.

E. Snow and Ice Removal Specific Service Requirements

1. Building Entrances, Exits & Sidewalks: All building entrances and doors, fire and emergency exits, sidewalks and walkways on the Site shall be clear of accumulations of snow, ice, or slush as designated by the Coast Guard Representative. The Contractor shall assign adequate personnel to maintain acceptable condition at all sites. Use of snow and ice melting chemicals on concrete and paved surfaces shall be restricted to the products listed below. Any additional products shall be evaluated and approved by the Coast Guard Representative.

2. Roadways, Parking Lots, and Piers: Contractor shall ensure that employees, patrons and guest vehicles will not be blocked in by snow accumulations. If the Contractor has failed to sufficiently clear such snow or ice accumulations, Contractor may be recalled to the Site to clear such blockage at no additional charge. Plowing will be considered completed when all specified areas are scraped and snow accumulation is completely removed.

3. Plowing and other snow clearing operations shall be completed by 9:00 AM and 6:00PM, provided that enough snow has fallen and enough time remains to complete such operations by the 6:00 AM/PM deadline. In the event of a late starting snow event, or daytime snow event, Contractor shall still be expected to provide services as needed to keep the Site safe. Contractor may push snow wherever possible to keep the pavement surfaces clear of snow. Care should be taken to minimize loss of parking spaces. Snow accumulation must not be allowed to impair any driver’s vision at intersections, driveway aprons, etc. The Contractor assumes all liability and/or claims that arise from such improper snow placement. Placement of snow pile is preferred in

LAST UPDATED: 9/1/2026 Page 5 of 10 the lower parking lot, starting at the motorcycle parking and extending south, only covering parking spots and not drivable areas. Accumulated snow pile is not to exceed the space of 17 parking spots.

4. Handicap Ramps-Cut Outs: Extra attention must be given to all handicap sidewalk ramp access areas and designated handicap parking spaces during normal business hours. These areas must be cleaned of any snow, slush, or ice down to bare pavement.

Acceptable ice control products should be applied to these areas as needed with care to provide a safe environment during normal business hours for handicapped employees, patrons, and guests.

5. Fire Hydrants and Post Indicators: As part of sidewalk clearing operations, the Contractor shall keep all fire hydrants and post indicators clear of snow and ice to assure ease of access. Failure to clear these areas during regular service visits shall result in Contractor returning to the Site to clear these areas.

6. Snow On Site: If the accumulated snow must be stored on-site, Contractor shall pile snow in the lower parking lot, starting at the motorcycle parking and extending south, only covering parking spots and not driven areas. Accumulated snow pile is not to exceed the space of 17 parking spots maximum. Contractor shall remove snow pile from premises and properly dispose of said snow after the end of major snow events. If there is an accumulated snow pile and no current snow event, the pile shall be removed as soon as reasonable prior to the next event. Snow should always be plowed away from the building and never be plowed against any doors, stairwells, or fire escapes.

Likewise, no snow is to be pushed up against or dumped on fencing, dumpsters or fire hydrants.

F. Ice Control Requirements

1. Ice Management here shall include the application of approved ice control products to areas specified by the Coast Guard’s Representative. Ice control applications shall be available on continuous twenty- four (24) hour per day, seven (7) day per week basis in response to the buildup of ice (or generally slippery conditions) on those areas specified by the Coast Guard Representative. It is Contractors responsibility to check the Site to determine if ice management services are required. Should Contractor receive a call from Coast Guard’s Representative requesting services (within the parameters of this agreement), Contractor shall have (sixty) 60 minutes to arrive on- Site with the necessary equipment and materials to properly Service the Site. Under no circumstances does this ‘notice to proceed’ relieve Contractor of his responsibility to have monitored the Site for the need for such services.

2. Chemicals shall be spread evenly using a broadcast style spreader. Hand spreading is discouraged so as to prevent uneven distribution of product and to avoid formation of clumps of material. Contractor shall take care to prevent over-accumulation of chemical product. Contractor shall repair any damage caused by excessive application or the use of harmful chemicals not intended for the use.

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3. Use of snow and ice melting chemicals on concrete and paved surfaces shall be restricted to the products listed below. Any additional products shall be evaluated and approved by the Coast Guard’s Representative.

4. If snow has accumulated on top of ice before Contractor has been able to perform any ice removal activity, then Contractor shall use its reasonable judgment to do no work at the site because a layer of snow on top of ice may be less hazardous than removing snow and exposing ice. However, if both the snow and ice may be removed and / or abated, then Contractor shall perform such work.

5. Sanding shall refer to the application of sand or salt or chemical pellets where applicable to sites, office parking areas, driveways, walkways/sidewalks.

6. Contractor shall keep and apply an adequate supply of such materials as reasonably necessary and consistent with local customs.

G. Ice Removal Approved Applications

1. The following are acceptable ice melt products, subject to Contractor’s approval in consideration of Section A.5, and their characteristics, as gathered by the Coast Guard Representative. Coast Guard’s Representative may exclude any of the listed chemicals and applications by providing written notice to Contractor. Coast Guard makes no warranty regarding these characteristics with use of materials, and it’s at the Contractor’s sole discretion; however Contractor is responsible for any damage as referenced in paragraph A.5 that resulted from the use of chemicals, or the Contractor’s negligence. Contractor is responsible for compliance with all laws regarding the use of any such chemicals. Contractor may recommend other products. Sodium Chloride (Rock Salt) is the preferred material for use with ice control activities.

2. Calcium Chloride -Melts ice down to -45 F.

-Unsafe for new concrete or grass. (Concrete must be at least 6 months old) -Leaves oily residue -Can be harmful to handle -Limited “Open” life if exposed to moisture

3. Potassium Chloride -Melts ice down to +28 F.

-Will not harm grass, carpets, floors, or concrete -Will leave some residue -Safe to handle

4. Sodium Chloride (Rock Salt) -Melts ice down to +6 F.

-Unsafe for grass or concrete, but will not harm carpets or floors -Safe to handle -Unlimited shelf life

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1.3 OBJECTIVE

The goal is to provide reliable grounds maintenance and snow removal services to allow for safe driving and personnel transit of the Sector property and to maintain the overall visual impression of the Sector.

1.4 APPLICABLE DOCUMENTS

None

2.0 SPECIFIC REQUIREMENTS/TASKS

Please see 1.2 Scope

3.0 CONTRACTOR PERSONNEL

Contractor personnel will have the appropriate certifications and licenses for operating heavy equipment and dump trucks.

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 always maintained. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor 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 on site Project Point of Contact 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.

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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.

4.1 PERIOD OF PERFORMANCE

The period of performance for this contract shall be from Date of Award to May 1st, 2027.

4.2 PLACE OF PERFORMANCE

The primary place of performance will be United States Coast Guard Station St. Ignace, MI 49781.

4.3 HOURS OF OPERATION

For grounds maintenance operations the contractor is responsible for providing services between the hours of 7:30 AM to 3:30 PM Monday thru Friday except Federal holidays. For snow and ice removal operations, contractor employees shall work hours as required to meet all requirements in the Scope. There will 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. The contractor must always maintain adequate workforce for the uninterrupted performance of all tasks defined within this scope.

4.4 TRAVEL

Contractor travel shall not be required for this requirement.

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 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 SOW 2.0 and SOW 5.0. Contractor is responsible for providing and maintaining all necessary snow removal and grounds maintenance equipment, including but not limited to, lawn mowers, string trimmers, edgers, snow plows, shovels, heavy equipment and ice melt spreaders.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The on site Project Point of Contact will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the

LAST UPDATED: 9/1/2026 Page 9 of 10 deliverable is acceptable, the on site Project POC will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The on site Project POC 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 on site Project POC of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 Regular performance reviews will be conducted to ensure that the services meet the standards outlined in this SOW.

7.3 Enclosures

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Revised: 07/09/2026