A02_Cross_Lake_Fee_Collection_SOW_(Final)_2019.pdf

Campground Attendant/Fee Collector

Scope of Work Cross Lake Recreation Area

Crosslake, MN 56442

SECTION C – DESCRIPTION/SPECIFICATIONS

C.1 General

The work to be performed under this contract consists of furnishing all plant, materials, equipment, supplies, labor, transportation, supervision and performing all work as required by the scope of work. All work materials and services not expressly called for in the specifications but are necessary for completion of the contract requirements shall be performed and furnished by the Contractor at no increase in cost to the Government.

C.1.1. Summary: The St. Paul District Corps of Engineers (COE) will contract for park attendant services at the Cross Lake Recreation Area at Crosslake, MN. This contract solicitation is for services for the 2019 recreation season plus two option years.

C.1.2. Location: Cross Lake Recreation Area is located adjacent to the town of Crosslake, MN in Crow Wing County on Cross Lake, which is part of the Whitefish Chain of Lakes. Crosslake is approximately 24 miles north of Brainerd, MN and 160 miles northwest of St. Paul, MN.

C.1.3. Cross Lake Recreation Area. The Cross Lake Recreation Area consists of a highly utilized campground and two day use areas. Facilities include playground and picnic areas, two boat ramps, two fishing piers, two beaches, horseshoe pits, a volleyball court, two reserveable picnic shelters, two comfort stations, five vault toilets, and two dump stations. The campground has a total of 122 campsites of which 97 have 30/50 amp electric hook-ups. The Recreation Area receives high visitation from mid-May through September. A campsite at the Recreation Area is NOT provided by the COE for contractor use.

C.1.4. Periods of On Site Performance:

- Base Year: 10 MAY 2019 to 13 OCT 2019

- Option year 0001: 8 MAY 2020 to 11 OCT 2020

- Option year 0002: 7 MAY 2021 to 10 OCT 2021

See C.2.4 for required entrance station work hours.

C.1.5. Safety: The contractor must comply with all applicable federal, state and local safety and occupational health laws, rules, and regulations and must complete all work in a safe manner in accordance with EM 385-1-1 Safety & Health Requirements Manual.

An on line version can be reviewed at:

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_3 85-1-1.pdf?ver=2015-04-09-142531-467#new

C-1.6. Security. The Contractor shall cooperate with Government personnel in safeguarding Government property. The Contractor shall be responsible for reporting all acts of vandalism, larceny, or pilferage to the Supervisory Ranger; ensure that the entrance station doors and windows are locked each time the building is left unattended;

and cooperate with all Corps of Engineers employees and other contractors in performance of their duties.

C.2 REQUIREMENTS:

C.2.1. Vehicle: The contractor shall provide and maintain a fully operable vehicle, for contract related transportation. Only street-legal motorized vehicles, which are licensed, and driven by drivers possessing a valid driver’s license, shall be operated on government property. The Contractor shall provide proof of vehicle insurance sufficient to meet State of Minnesota liability insurance requirements. All contractor employees must have a valid driver’s license in order to perform any contract work. The contractor shall provide proof of license and insurance at the Pre-work Orientation.

C.2.2. Security Bond: Prior to beginning work, the contractor must furnish the Supervisory Ranger proof of a $5,000.00 security bond including a list of all employees that will perform work specified in this contract. .

C.2.3. Pre-work Orientation, Training & Qualifications: The Contractor and attendants must attend a pre-work orientation and training session with the Supervisory Ranger and site Park Rangers prior to the first day of the contract performance period at the Crosslake Recreation Area. The purpose of the session will be to review the contract specifications and to train the contractor in site specific policies and procedures. The orientation and training session will take approximately 2-3 hours. The contractor must have previous experience in the use of the computer generated Reserve America – Outdoor Recreation Management Suite (ORMS) program, or Recreation One Stop (R1S). R1S is used for the collection of user fees. Each individual shall become proficient with the R1S program.

http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf?ver=2015-04-09-142531-467#new http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf?ver=2015-04-09-142531-467#new

C.2.4. Entrance Station Scheduled Hours:

Summer Season: Spring & Fall Season:

Saturday - Thursday Friday

9:00 am - 2:00 pm 10:00 am – 2:00 pm 4:00 pm - 8:00 pm 4:00 pm - 8:00 pm

Friday Saturday

9:00 am - 2:00 pm 10:00 am - 2:00 pm 4:00 pm - 9:00 pm 5:00 pm - 7:00 pm

Sunday 10:00 am - 2:00 pm

The configuration of the above hours is subject to change with one week advance notice from the Supervisory Ranger. Hours of coverage will not increase.

Any absence that is approved by the Supervisory Ranger will not relieve the Contractor of the responsibilities outlined under this contract.

C.2.5. Campground Tours:

C.2.5.a. Spring, Summer and Fall Seasons: A minimum of one (1) complete tour of the campground shall be conducted each day to locate and contact campers who have not yet registered for camping. One complete tour of the campground is approximately two miles in length. The tour shall take place within one hour of the beginning of each day’s shift. Additional tours may be necessary to ensure that all campers are registered.

C.2.5.b Complete Registration: The Contractor shall courteously notify unregistered campers to register at the entrance station when it is open. The contractor will notify a ranger if a camper refuses to register and pay.

C.2.6. Season Dates:

Year Spring Summer Fall 2019 May 10 – 21 May 22 – Sept 7 Sept 8 – Oct 13 2020 May 8 – 19 May 20 – Sept 12 Sept 13 – Oct 11 2021 May 7 – 18 May 19 – Sept 11 Sept 12 – Oct 10

C. 2.7. Fee Collection: Operate the computerized camping/reservation program, collect applicable fees, maintain accurate records, issue America the Beautiful (ATB) passes and day use passes per the procedures detailed in the Fee Collector’s Handbook (to be provided at the Pre-work Orientation). Assist campers in locating campsites and answer camper and visitor questions in a courteous and friendly manner. Maintain occupancy records and take campsite reservations. Provide and maintain an adequate change fund.

Additionally, the contractor shall assist ranger staff in accounting for monies collected from honor vaults. The contractor shall count monies with the ranger, sign off on amount, and enter the fees collected into the R1S system for remittance.

C.2.8. Records: Maintain and keep up to date records on campground use such as occupancy records, the entrance station pegboard, incoming reservations list, and current status reports showing the correct primary occupant. Keep a current list of all vacant campsites, particularly the sites with electrical hook-ups, and provide the status reports to the COE office and to the campground volunteers when requested. Additional lists and records may need to be kept as needs change during the season.

C.2.9. Policy: Provide campers and visitors information on park policies and procedures, both verbally and through distribution of various literature. Additional guidance will be provided in the Fee Collector’s Handbook.

C.2.10. Reconciliation and Deposits: Balance collected fees with the user permits issued. The contractor shall reimburse the Government for any shortages or questionable losses. Any loss is to be reported immediately to the Supervisory Ranger. The collected fees will be secured by the contractor in a safe provided for this purpose. A deposit will be prepared and submitted a minimum of once per week or any time the amount of fees collected totals $5,000.00. Historically, fees collected do not exceed $5000 in a given week. The contractor will be responsible for purchasing money orders for the cash on hand, and associated postage costs for mailing the hardcopy deposit summary report, checks and money orders to the R1S Lockbox. Additional procedures for remitting a deposit will be supplied in the Fee Collector’s Handbook.

C.2.10.a. Shortages: During the reconciliation process, the contractor must explain any shortages due to operator error of the R1S program or reimburse the shortage. All shortages must be reimbursed in the same format as required by the R1S program. In the event the contractor fails to reimburse the Government, the shortage may be collected by any lawful means including offset from contract earnings or a claim against any bonds required by this contract unless the contractor demonstrates to the reasonable satisfaction of the Contracting Officer, that the loss or shortage is caused solely by persons or circumstances beyond the control, and without the fault or neglect of the contractor, its officers, agents or employees.

C.2.10.b. Audits: Random and scheduled audits will be performed on all aspects of the fee collection and deposit remittance programs. The contractor must comply with requests to provide information to the auditor.

C.2.11. Customer Complaints: Report all disturbances and complaints to the ranger on duty. Radio equipment will be furnished for this purpose. The contractor shall not attempt to apprehend violators or enforce any rules or regulations.

C.2.12. Cleaning: Clean the entrance station on a daily basis. All cleaning supplies must be pre-approved by Corrine Hodapp, Southern Headwaters Section Supervisor. The contractor will furnish their own supplies necessary to complete the following cleaning:

a. Interior walls, fixtures, counter tops and floors shall be kept free from dirt, dust, grease, litter and all debris.

b. Exterior walls shall be kept in a clean condition and free from insect nests, cobwebs and bird nests.

c. Windows (both interior and exterior) shall be kept clean and free of dust, spots and streaks.

d. Shelves, windows, counter tops, floors, and brochure holders shall be kept neat and orderly at all times.

e. All surfaces of the information board and telephone stand shall be cleaned to remove cobwebs, insect nests, bird droppings, and other foreign material.

f. Remove all cigarette butts and garbage from cigarette ash urn.

g. Concrete sidewalk and adjacent patio areas shall be clean of such things as grass clippings, leaves and dirt.

C.2.13. Damage: Report all damaged or malfunctioning recreational facilities to a park ranger immediately upon discovery of the problem.

C.2.14. Uniforms: Contractor Staff shall be attired in clothing that presents a clean, neat and professional appearance at all times. The prescribed attire to be worn while performing official duties specified in this contract will include a collard shirt or blouse, trousers or slacks, and shoes. Knee length shorts are acceptable but T-shirts and tank tops will not be allowed.

C.2.15. Government Equipment: The contractor is responsible for damage to government furnished equipment. This includes, but is not limited to, fee collection computer equipment, printers, keys and a 2-way radio. The value of the computer equipment is approximately $3,000 and the value of the two way radio is approximately $1,000. All accountable items will be turned in to the Supervisory Ranger immediately at the end of each recreation season. A complete list of Government Furnished Equipment is found in Paragraph C.4.

C.3 CONTRACTOR RESTRICTIONS - Contractor Shall Not:

1. Carry firearms in the park, or maintain them in the entrance station or vehicle.

2. Consume alcoholic beverages during the on-duty hours or conduct themselves in a manner unbecoming of their position so as to bring discredit to themselves or the Corps of Engineers.

3. Use any tobacco/vaping products while performing their duties. No eating or drinking will be permitted in the vicinity of the computer or printer.

4. Use the government provided radio or computer for anything but official business.

5. Establish any type of animal house, cage, pen or similar facility for pets or for raising animals.

6. Allow any personal visitors in the vicinity of the entrance station except when they are registering or paying fees. These visitors shall receive no preferential treatment regarding fees, site assignments or Corps and project policies.

7. Sell unauthorized camping supplies or engage in any type of commercial activity.

8. Accept any gratuities.

9. Store or bring any personal items to the entrance station to use or decorate in the vicinity of the entrance station without prior approval of the Supervisory Ranger.

C.4 Government Provided Items

1. An entrance station building will be provided to perform fee collection duties and cannot be used for purposes other than items described in the contract.

2. A log book; a safe for storing money, permits, permit forms and annual day use passes; America The Beautiful (ATB) Passes, computer equipment to issue permits using the R1S system; and handout materials including informational pamphlets, copies of Title 36 CFR, and brochures.

3. One hand held radio to communicate with the Rangers and site volunteers.

4. A set of standing instructions for the contractor on the duties of a fee collector in the Fee Collector’s Handbook.

5. Miscellaneous office supplies (paper, pens, markers, notepads, etc).

6. Keys necessary to operate the entrance station. An appropriate number of keys will be issued to the contractor and signed for at the pre-work orientation and will be returned when the contract period has ended. No duplicates of the keys are to be obtained. The contractor will be responsible for the security of all keys in his/her possession and will report any lost, stolen or damaged keys to the Supervisory Ranger immediately.

C.5 Payment and Standards of Conduct

C.5.1 Conformance: Work will be monitored and inspected periodically for conformance with the specifications, and for accuracy and completeness. If satisfactory, payment will be made during the first week of each month after the contractor provides the Supervisory Ranger with a detailed invoice for work performed that month. The contractor and Supervisory Ranger shall meet to discuss the previous month's work performance and an attendant's evaluation form will be completed, reviewed and discussed at this time.

C.5.2 Competence: The contractor shall be responsible for maintaining satisfactory standards of employee competence, conduct, appearance, integrity, and sobriety, and for taking such disciplinary action with respect to employees as may be necessary.

C.5.3 Corrective Action: The Contracting Officer or designated Contracting Officer’s Representative (COR) may require the contractor to take corrective action for any employee that the Contracting Officer or COR deems incompetent, careless or otherwise objectionable. The contractor shall be required to affect this directive immediately and without expense to the Government. Any such action under this section shall not relieve the contractor from any and all responsibilities specified under this contract, including, but not limited to, timeliness and quality of performance.

C.5.4 Dismissal: Inappropriate conduct or unbecoming actions on the part of the contractor may be grounds for dismissal of the contractor and termination of the contract. Reference FAR Clause 52.212-4(l). Examples of conduct or actions that may lead to immediate dismissal include, but are not limited to, the following:

a. Consumption of alcoholic beverages or controlled substances while on duty or arriving on duty in an intoxicated or impaired state.

b. Cursing, verbal abuse or harassment of visitors or Corps personnel, exhibiting a malicious or hostile attitude.

c. Unwarranted physical contact with visitors, other contractors or Corps personnel.

d. Lack of cooperation and resistance to implementation of policies and programs as directed by the Supervisory Ranger and failure to correct deficiencies, etc.

e. Failure by the contractor to provide items and services listed in the contract specifications may be grounds for termination of the contract.

C.5.5 Complaints against Contractor: More than three complaints from the public in one year deemed legitimate by the Contracting Officer or COR regarding rudeness, favoritism, discrimination, bad language or violations of policies and procedures may be considered grounds for the termination of this contract.

CONTRACTOR QUESTIONNAIRE

SOLICITATION NUMBER:

PROJECT TITLE:

PLEASE COMPLETE ALL REQUESTED INFORMATION:

FIRST NAME: LAST NAME:

STREET ADDRESS:

CITY STATE ZIP

CAGE CODE: TAX ID:

WILL YOU BE PERFORMING THIS WORK?

YES (IF YES, PLEASE SUPPLY EXPERIENCE)

NO (IF NO, PLEASE SUPPLY EXPERIENCE OF EMPLOYEE)

EMPLOYEE NAME:

EXPERIENCE:

JOB TITLE:

DATE WORK PERFORMED:

REFERENCE NAME:

REFERENCE TELEPHONE NUMBER:

EXPERIENCE WITH RESERVE AMERICA – OUTDOOR RECREATION MGMT

SUITE (ORMS) OR R1S PROGRAMS : YEARS: MONTHS:

ADDITIONAL INFORMATION:

DATE WORK PERFORMED:

REFERENCE NAME:

REFERENCE TELEPHONE NUMBER:

EXPERIENCE WITH RESERVE AMERICA – OUTDOOR RECREATION MGMT

SUITE (ORMS) OR R1S PROGRAMS : YEARS: MONTHS:

DATE WORK PERFORMED:

REFERENCE NAME:

REFERENCE TELEPHONE NUMBER:

EXPERIENCE WITH RESERVE AMERICA OUTDOOR RECREATION MGMT

SUITE (ORMS) OR R1S PROGRAMS: YEARS: MONTHS:

Please return this data sheet along with your bid sheet.