STA Saginaw River_Lawncare and Snow Removal_Statement of Work.pdf

USCG STA Saginaw River Landscape Maintenance and Snow/Ice Removal Services Solicitation

Revised: 07/29/2024 PAGE 1/7

LANDSCAPE MAINTENANCE AND SNOW/ICE REMOVAL SERVICES

AT

STATION (STA) SAGINAW RIVER

STATEMENT OF WORK (SOW)

July 29, 2024

1.0 GENERAL

The intent of this request is to obtain landscape maintenance and snow/ice removal services for STA Saginaw River. The work consists of providing all labor, materials and equipment required to perform these services.

1.1 BACKGROUND

STA Saginaw River is located at a facility that houses three Coast Guard units and requires assistance maintaining the landscaping and removing high levels of snow and ice. The areas that require need are 96,797.4 square feet of lawn maintenance and 70,463.4 square feet of snow removal.

1.2 SCOPE

The contractor shall furnish trained, qualified personnel, equipment, tools and materials necessary to complete the services requested under this Statement of Work (SOW). Work tasks will be conducted at the following location:

USCG Station Saginaw River 2405 Weadock Hwy.

Essexville, MI 48732

The contractor must remove all waste to include but not debris, compost, snow, etc., after the completion of all work and restore the workspace back to the original state. The areas that require need are 96,797.4 square feet of lawn maintenance and 70,463.4 square feet of snow removal.

1.3 OBJECTIVE

The contractor shall provide landscape maintenance to include but not limited to mowing, edging, and trimming of parking lot and fence lines, grub control treatments, fertilizer treatments.

The contractor shall also provide snow/ice removal services as described in this SOW. The contractor shall provide the qualified staff, with the knowledge and work experience to perform the functions on this SOW.

1.4 APPLICABLE DOCUMENTS

1.4.1 Reference Documents

The following documents may be helpful to the Contractor in performing the work described in this document:

https://uscg.sharepoint-mil.us/sites/cg9/ARM/SCOPE%20PARAGRAPHS.doc

Revised: 07/29/2024 PAGE 2/7

See STA Saginaw River Outline

SPECIFIC REQUIREMENTS/TASKS

2.1 STA Saginaw River – Landscape Maintenance

2.1.1 STA Saginaw River Outline highlights the mowing areas in red.

2.1.2 The Contractor shall at a minimum conduct thirty (30) visits to address Landscape

Maintenance. Four (04) in each of the following months: April, May, June, July, August, September, and October. In addition, two (02) visits in the month of November with the last being on or before November 15th.

2.1.3 The Contractor shall trim all turf areas inaccessible to mowing equipment prior to mowing to maintain a neat, well-groomed appearance.

2.1.4 The Contractor shall mow all grass in all common areas of the property completely to maintain a uniform height.

2.1.5 The Contractor shall remove all litter and debris before and after each landscape maintenance service.

2.1.6 The Contractor is not required to bag. However, the Contractor shall avoid blowing clippings into any of the porches, walkways, flowerbeds, sidewalks, driveways, and parking lots.

2.1.7 The Contractor shall remove all grass clippings from porches, flowerbeds, walkways, sidewalks, driveways, and parking lots.

2.1.8 The Contractor shall edge all areas around trees, shrubs, sidewalks, driveways, buildings, posts, fences, flowerbeds, and curbs.

2.1.9 The Contractor shall keep all entrances, parking areas, sidewalks, curbs, and other hard surfaces of leaves, litter and debris.

2.1.10 The Contractor may use power blowers. However, the Contractor shall remove accumulations of debris from the site and shall not be blown onto adjacent property, street surfaces, sewer drains, fence lines or planting areas.

2.1.11 The Contractor shall notify the Facilities Manager and Property Manager of any damages to trees, shrubs, bushes, turf, vegetation or the cause of ruts, holes and other disfigurement caused by inappropriate landscaping and shall be repaired to original condition at no additional cost to the US Coast Guard.

2.1.12 The Contractor shall supply all herbicides, fertilizers, chemicals, and the like for servicing the facilities that meet SMHA’s approval.

2.1.13 The Contractor shall supply all necessary data sheets and meet requirements to comply with Michigan OSHA Regulations.

Revised: 07/29/2024 PAGE 3/7

2.1.14 The Contractor shall perform Landscape Maintenance during the hours of 08:30 a.m.

through 5:00 p.m. unless otherwise specified/approved by the Facilities Manager due to uncontrollable weather conditions.

2.1.15 Contractor is responsible for the clean-up of the site and is responsible for repairing any damage caused during construction at no-cost to the Government.

2.2 STA Saginaw River - Snow and Ice Removal

2.2.1 STA Saginaw River Outline highlights the snow and ice removal areas in yellow.

2.2.2 The Contractor shall commence snow and ice removal when conditions exist and accumulation is greater than 2” of snow, or 1/4” of ice.

2.2.3 The Contractor shall salt drive lanes, fire lanes, parking areas, and sidewalks.

2.2.4 The Contractor shall plow drive lanes, fire lanes, and parking lots.

2.2.5 The Contractor shall plow or shovel sidewalks once 2” of snow or 1/4" ice accumulates.

2.2.6 The Contractor shall notify the Facilities Manager and Property Manager of any damages to sidewalks, roads, or any US Coast Guard property caused by inappropriate plowing and shall be repaired to original condition at no additional cost to the US Coast Guard.

2.2.7 The Contractor shall perform Snow and Ice Removal during the hours of 05:00 a.m.

through 10:00 p.m. unless otherwise specified/approved by the Facilities Manager due to uncontrollable weather conditions.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is always maintained. The Contractor must 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 must provide e-mail notification to the Unit Point of Contact (POC) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The

Revised: 07/29/2024 PAGE 4/7

Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

The Government may designate additional Contractor personnel as Key at the time of award.

3.4 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the Unit POC. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager must be available to the Unit POC via telephone between the hours of 08:00 a.m. and 4:00 p.m. EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 02 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

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

3.7 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 OTHER APPLICABLE CONDITIONS

Revised: 07/29/2024 PAGE 5/7

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW. However, the Government at a later date may require all Contractor personnel to have Secret clearances.

Accordingly, all Contractor employees provided for this requirement must be eligible for a Secret Clearance.

4.2 PERIOD OF PERFORMANCE

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

Base Period September 01, 2024 – March 31, 2025 Option Period One April 01, 2025 – March 31,2026 Option Period Two April 01, 2026 – March 31,2027 Option Period Three April 01, 2027 – March 31,2028 Option Period Four April 01, 2028 – March 31,2029

4.3 PLACE OF PERFORMANCE

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

USCG Station Saginaw River 2405 Weadock Hwy, Essexville, MI 48732

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 08:00 a.m. and 4:00 p.m. EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW. During these occasions ALL work shall be to minimize disruption to crew rest.

4.5 TRAVEL

Contractor travel in accordance with FAR 31.205-46 cannot be requested for this requirement.

4.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than three (03) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 2405 Weadock Hwy., Essexville, MI 48732 or via teleconference.

4.7 PROJECT PLAN

Revised: 07/29/2024 PAGE 6/7

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and

(e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the Unit POC not later than 05 business days after the Post Award Conference.

4.8 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

5.1 The Government does not have restroom facilities for the Contractor to utilize for the performance of work under this contract.

5.2 The Government will provide the reasonable required amounts of water and electricity required by the Contractor for work under this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment, tools and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 5.0. All materials shall be lead and asbestos free and designed for external use and shall be coated as appropriate for us in a marine environment.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The Unit POC will review requirements/tasks prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the requirements/task is acceptable, the Unit POC will send an e-mail to the Contractor notifying it that the requirements/task has been accepted.

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

7.2 The Unit Facilities Manager will have 01 business days to review requirements/tasks and make comments. The Contractor must have 01 business days to make corrections and redeliver.

7.3 All other review times and schedules for requirements/tasks must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

Revised: 07/29/2024 PAGE 7/7

The Contractor must work with personnel reviewing the requirements/tasks to assure that the established schedule is maintained.

8.0 INVOICING PROCEDURES

8.1 Invoices shall be submitted to Invoice Processing Platform.

8.2 Invoicing Processing Platform (IPP): For most U.S. Coast Guard awards established on or after October 1, 2021, contractors must submit proper invoices through the IPP, a secure web-based, payment information system provided by the U.S. Department of the Treasury’s Financial Management Service. The service is available free of charge to all Federal agencies and their suppliers.

8.3 Enrollment actions to take after you have an applicable award.

8.3.1 Contractors already enrolled in IPP through another award or agency, are not required to re-register and do not need to contact IPP.

8.3.2 If the Contractor is NOT enrolled in IPP: the Contractor shall contact the USCG Finance Center (FINCEN) Contractor Support Team at FIN-SMB-FSMSContractorSupport@uscg.mil.

Contractors are not able to register for IPP if they do not have an award.

8.3.3 The Contractor shall work with the FINCEN POC to get enrolled in IPP.

8.3.4 The POC the Contractor provided in SAM.gov registration will receive two emails from ipp.noreply@mail.eroc.twai.gov. Please note that emails from this email address may filter into your spam or junk folder.

8.3.4.1 The first email will have the IPP Logon ID and link to the IPP application.

8.3.4.2 A second email, which will be sent within 24 hours of the first email, contains a temporary password.

8.3.5 Once Contractors POC receives these emails, please ensure they log into IPP and complete the registration process.

8.4 IPP Training and Support: Contractor training materials, including a first-time login tutorial, are available on the https://www.ipp.gov/ website.

8.4.1 Once the Contractors POS has logged in to the IPP application you will access to user guides that provide step-by-step instructions for all IPP capabilities, ranging from creating and submitting an invoice, to submitting an invoice to setting up email notifications.

8.4.2 Live webinars are held monthly and provide a great opportunity to learn the basic of the system and to call in and ask the IPP team questions about the IPP application.

8.4.3 IPP Customer Support is available to assist system users: Toll-free at (866) 973-3131 or via email at IPP CustomerSupport@fiscal.treasury.gov. Hours of operation: Monday through Friday (excluding federal holidays) from 8:00 a.m. to 6:00 p.m. EST.

mailto:FIN-SMB-FSMSVendorSupport@uscg.mil mailto:ipp.noreply@mail.eroc.twai.gov https://www.ipp.gov/ mailto:CustomerSupport@fiscal.treasury.gov