SOW SLM Lawn Care_Multi Year.docx

STATEMENT OF WORK (SOW)

FOR

USCG SECTOR LAKE MICHIGAN

Lawn Care & Maintenance

GENERAL

The US Coast Guard (USCG) is seeking a qualified contractor to care for and maintain the grounds at USCG Sector Lake Michigan during spring, summer and fall months. 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 of the Sector grounds and become familiar with existing conditions under which the work will be performed.

BACKGROUND

USCG Sector Lake Michigan has approximately 5 acres of mowable land, planting beds, and shrubbery throughout the sector property.

The USCG Sector Lake Michigan Facility Engineering Officer will be the USCG’s Onsite Representative for this project. Arrange pre-bid site visits to verify existing conditions by sending an email to: Jason.M.Smith@uscg.mil

Figure 1 US Coast Guard Sector Lake Michigan

SCOPE

1. Contractor shall provide all labor, materials and equipment necessary to fulfill the requirements of this contract.

2. The work area includes all grass and planted areas within the fence line of USCG Sector Lake Michigan, and areas outside the fence line along South Lincoln Memorial Drive.

3. Contractor shall complete a “spring clean-up” of the entire grounds within two weeks of contract award, or as soon as it’s appropriate to do so depending on weather conditions. Spring clean-up includes policing the grounds for trash debris, limbs, leaves, etc., de-weeding all planting beds and areas with mulch or decorative rocks and refreshing all mulched areas with a new layer of mulch color-matched to the existing mulch. Contractor shall also provide and plant a variety of fresh decorative flowers (annuals) during the spring clean-up, or as soon thereafter as weather conditions permit.

4. Contractor shall mow all grass areas every 7 to 10 days during the growing season, weather permitting. Grass shall be maintained at an even height to present a neat appearance but shall not be cut so short as to appear “scalped” and/or turn brown. Work shall not proceed when weather conditions are detrimental to execution of the work.

5. Contractor shall edge all sidewalks, curbs, driveways, and parking areas as needed to maintain a neat appearance.

6. Contractor shall string trim around obstacles e.g., streetlamps, fences, etc. and any other obstacle where a mower cannot access.

7. Contractor shall police the mowable grounds prior to mowing operations and shall remove any trash or debris vs. mowing over it.

8. Grass clippings shall be mulched or bagged; mulching is preferred. Contractor shall not allow grass clippings to be left in piles or windrows. Mulched leaves and grass clippings must be very small and dispersed across the lawn so that the clippings virtually “disappear”. Clippings are not to be allowed to form a thick layer on top of the lawn. If grass clippings are bagged, they will be removed from CG property and disposed of at Contractors expense in accordance with all Federal, State, and local laws and regulations.

9. Grass clippings shall be blown or swept from all walkways, building entry ways, and parking areas after each mowing.

10. Planting beds, mulched/decorative rock areas, sidewalks, parking areas, and outdoor exercise/recreation areas (volleyball court, etc.) shall be maintained free of grass and weeds, either by hand or by careful spot application of herbicides, as needed. If herbicides are used, the Contractor shall ensure that personnel are properly trained in the use of the products. Contractor will provide copies of the pesticide applicator license for personnel applying pesticides and the Safety Data Sheets (SDS) for all products used. Care shall be taken to use only the minimal amount of herbicide necessary, and to prevent the herbicide from running into storm drains, sewers, or nearby waterways.

11. Contractor shall maintain select planting beds with a selection of decorative perennial plants and shrubs. Contractor shall augment these beds with a variety of blooming or decorative annuals that are appropriate to the season (e.g., mums in the fall, and begonias, petunias, sunflowers, and zinnias, etc. in the spring and summer months). See section 4.0 “Special Considerations” for more information.

12. Fallen leaves shall be mulched or bagged and removed from Sector property as needed to prevent accumulation. Leaf-clearing operations shall continue in the fall until leaves have ceased to drop from the trees.

13. Shrubs will be pruned as needed and maintained according to accepted horticultural standards. Clippings shall be gathered and removed from CG property at Contractor expense.

14. All debris associated with this contract shall be removed from CG property and disposed of at Contractor expense in accordance with all Federal, State, and local laws and regulations. Contractor shall not use Coast Guard dumpsters or waste receptacles for disposal of debris.

15. Contractor shall ensure that rocks or debris are not thrown onto equipment, vehicles, buildings, or windows. Contractor shall be responsible for repairing all damage caused by contractor employees, subcontractors, or power equipment. It is recommended that Contractor inspect the grounds prior to the start of work and document any pre-existing damage.

16. Contractor shall ensure all safety precautions are taken prior to and during lawn maintenance to ensure the safety of Contractor and USCG personnel.

SPECIAL CONSIDERATIONS

There are four decorative planting beds on the site that require special attention. These planting beds are to be maintained with decorative pollinator-friendly plants and flowers.

The contractor shall plant a selection of perennials and annuals in these beds and maintain them so that they present a pleasing appearance. A “pollinator garden” appearance is acceptable, and even desirable, but planting beds shall not be allowed to become overgrown or full of weeds.

Annuals shall be planted spring through fall, appropriate for the season, and shall be removed and replaced when they have wilted or died. The Contractor shall water decorative plants and flowers as needed to ensure they remain alive and fresh No herbicides or insecticides are to be applied on or around these planting beds.

The approximate location of these planting beds are shown in figure 2 below, and they will be pointed out to the Contractor during the initial site visit.

Figure 2 Special Consideration Planting Beds

Common Milkweed grows in several of the planting beds. These plants may resemble weeds, but they are not weeds and are not to be be removed, mown over, or disturbed. Common Milkweed is essential to the survival of the endangered Monarch butterly and is beneficial to many other polinators. The Contractor shall identify all Common Milkweed plants and take care not to disturb them. Existing milkweed plants shall be incorporated into the planting beds when adding new plants or flowers.

Figure 3 Common Milkweed and Monarch Butterfly

Special events: There may be a few occasions throughout the year when special events are to take place at USCG Sector Lake Michigan e.g., retirement ceremonies, change of command ceremonies, etc. The Contractor shall coordinate with the Onsite Representative to schedule lawn maintenance activities around these events. For these events mowing and tending to planting beds shall be conducted as close to the event date as possible to ensure a freshly groomed appearance for the event. Mowing shall not take place on the day of the event unless approved by the Onsite Representative.

OBJECTIVE

Provide annual lawn care and maintenance of planting beds and shrubbery at USCG Sector Lake Michigan.

This contract will consist of a base year and four option years. The contract will run from April 1st – March 31st each year. This is to ensure that lawn maintenance services will continue for the duration of the entire mowing season each year, despite unpredictable variations in the length of each season.

GOVERNMENT FURNISHED RESOURCES

The government will provide water for watering planting beds at existing spigots and yard hydrants. The government will not provide hoses or attachments. The contractor shall ensure that water is secured before departing for the day and hoses and accessories are put away when not in use.

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

CONTRACTOR PERSONNEL

The Contractor shall provide personnel with the following minimum capability:

On-site supervisor must have the ability to read, write, clearly speak, and understand English.

All Contractor personnel shall be citizens of the United States (U.S.) or legal residents who have been lawfully admitted for permanent residence into the U.S. The Contractor shall obtain signed statements from all employees and potential employees to be assigned work under this contract attesting they have been informed of these restrictions.

All Contractor personnel shall be in good health and free of any communicable disease while performing work at this facility. Any necessary medical certificates, exams, and treatments are at the expense of the Contractor.

Contractor shall provide a list of names to the Coast Guard POC for access to the base.

All personnel shall present ID to the OOD/JOOD at the entrance to the base.

QUALIFIED PERSONNEL

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

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 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 Onsite Representative prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

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 present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Contractor shall ensure that Contractor employees or subcontractors understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

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.

PERIOD OF PERFORMANCE

The contract period of performance includes one (1) initial base year period and, if exercised, four (4) one-year option periods.

The period of performance for the base year will be April 1st (or as soon as the contract is awarded after April 1st) through March 31st of the following year. All option years will be from April 1st through March 31st of the following year.

PLACE OF PERFORMANCE

USCG Sector Lake Michigan 2420 South Lincoln Memorial Dr.

Milwaukee, WI 53207

HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 7:00 am and 6:00 pm CST, Monday through Friday (except Federal holidays). However, 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.

GOVERNMENT FURNISHED RESOURCES

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

CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, labor, and services necessary to fulfill the requirements of this contract.

GOVERNMENT ACCEPTANCE PERIOD

The Onsite Representative will review any 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 Onsite Representative will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

The Onsite Representative 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 Onsite Representative of the specific reasons for rejection. The Contractor shall have 5 business days to make corrections and redeliver.

PAGE 1/3

image1.png image2.png image3.png