STATEMENT OF WORK (SOW) FOR PARK HOST SERVICES
Project Name: North Shore Park, Lake Bastrop- Stipend Cashier
– Order No. ______– Contract No. ______
1. Representatives:
Subject Matter Expert (LCRA) / Drew PickleSuperintendent, Parks
1884 State Hwy 71 W
Cedar Creek, TX 78612
512.303.5073
LCRA Agent / Ava Shabazz
Buyer II
3700 Lake Austin Blvd.
Austin, TX 78703
512-578-2437
Supplier: / [Name]
[Title]
[Address]
[Tel. No.]
[email]
2. Description of Services and Deliverables:
Supplier is to provide Park Host Services at the North Shore Park, Lake Bastrop – Cashier.
General Description:
The Supplier must be no more than a two (2) person team, at least 21 years of age, who are physically and mentally capable of performing the duties specified here and in the enclosed additional scope of work, for the duration of the contract. Work to be performed under this contract may not be subcontracted. The Supplier must be identified on the bid form. The term “Supplier” will refer to both members of the two person team. During the term of this Agreement, you shall work as an independent Supplier, not as an employee or agent of the LCRA. You shall follow directions and guidelines regarding park operations given by LCRA staff. Work to be accomplished under this contract shall be in accordance with this SOW, the LCRA Park Host Policy Book, the LCRA Parks and Natural Science Center Cash Collection Policy and any other applicable LCRA policies and procedures, as shown attached to this contract or as they are amended from time-to-time. The Supplier will be required to furnish all labor, equipment, fuel, transportation, tools and supplies (except as otherwise noted) necessary to provide the specified services for the duration of the contract period. The successful Supplier must pass a criminal background check and maintain a valid driver’s license with a safe driving record. Suppliers are encouraged to visit the park prior to bidding. Note: Award of this solicitation will be based on the best value to the LCRA; factors to be considered are past performance, experience and price.
Operate the park entrance office during the assigned hours.
1. Collect fees and register campers following the LCRA Parks and Natural Science Center Cash Collection Policy and the Parks and Natural Science Center Cash Collection Procedures.
2. Answer the telephones in a professional manner and give park information to customers. When necessary, take messages and email appropriate LCRA staff for follow up contact.
3. Greet guests and hand out LCRA Park System information.
4. Act as first point of contact in the event of a park emergency
Clean the office and maintain in a professional manner.
1. Keep counters neat with all office materials and supplies neatly stowed away.
2. File all paperwork daily. Dispose of unneeded paper.
3. Sweep and mop entrance office floor.
4. Clean windows as needed.
5. Dust as needed and remove all insect debris and cobwebs.
6. Any posted signs must be approved by the Park Superintendent or his/her designee. Signs may not be handwritten.
7. Follow posted office opening and closing procedures specific to the park.
8. Dispose of trash and waste in the park dumpster.
Pavilion Rental Coordination
1. Greet rental customers. Give brief orientation about Lake View Hall operations.
2. Collect cleaning deposit.
3. Confirm method of guest user fee payment with rental customer. Coordinate collection with park cashier.
4. Act as onsite contact for Lake View Hall Rental.
5. Conduct cleaning inspection after the rental. Return cleaning deposit if applicable.
6. Take trash to the dumpster.
7. Ensure building is ready for next day rental. (Maintenance staff will be available to clean Lake View Hall)
Litter Pickup
1. Canvas for trash from the park entrance and around the entrance facilities.
2. Dispose of the trash and waste in the park dumpster.
Park Emergency - First Responder Form
1. Using the supplied forms, keep updated camper information in the event of an accident or park emergency.
2. Three times per working day, drive through the park doing a visual inspection of facilities and park visitors. Fill out park inspection form and keep on file.
Park Host Site:
· Concrete site
· Picnic area
· Onsite washer and dryer
For park information, location and photos go to: lcra.org/parks
3. Other Requirements:
1. In addition to the requirements contained in this contract, Suppliers must meet the following minimum requirements to submit a bid and be awarded a contract.
a. Must be able to receive payments by Electronic Funds Transfer (EFT)
b. Must complete a W-9 Tax Payer I.D. Form
c. Must complete the Background Check and Driver’s Record Release Form.
d. Must have a working email address that is checked frequently
e. Must have a working cellular telephone
f. Must fill out the Supplier Information Form and Bid Form
2. Term of Contract / Duty Hours: The term of the contract and the duty hours are defined in section 4. Schedule
3. Training: The Supplier will be required to attend training to be conducted by the LCRA for instruction in safety, cash collection procedures, operation of the point-of-sale revenue registration and the Reserve America reservation system applications. This training will be completed at the Park District Office, normally before the Supplier begins providing services. This Supplier will not be paid for this training.
4. Temporary Living Quarters: The Supplier shall furnish a fully operable “self contained” recreational vehicle (RV) or motor home type to service as temporary living quarters for the duration of the contract. Maximum size of the trailer is determined by physical limitations of the site furnished. It will be located near the entrance of the park at a location to be designated by the Park Superintendent. Pickup (shell type campers), pop-up tent trailers, mobile homes, busses, or any other types of recreation vehicles which do not meet general size requirements or the self-contained classification, as determined by inspection of the Park Superintendent, will not be acceptable. The Supplier team will be the sole occupants of the site. Family members and friends will not live with the Supplier. “Living with the Supplier”, is defined as a person staying with the Supplier more than 7 days, in a 30 day period.
5. Visitors to the Supplier: Visitors of the Supplier will be required to lodge in the Supplier’s trailer, or, if they have their own equipment, visitors will be required to camp at a campsite in the park and pay the regular camping fee. Visitors will not be allowed to connect to the Supplier’s utilities at any time. Only Suppliers and guests on official business are allowed in the entrance office.
6. Uniform Dress and Personal Appearance: The Supplier shall at all times, when on duty and when dealing with the public, be fully clothed and neat with a well groomed appearance wearing the LCRA supplied vest, cap and name tag and must adhere to the LCRA Parks Dress Code Policy. Shoes shall be worn; however, flip flops or similar footwear will not be permitted. Unless provided by the LCRA, shirts or hats worn by the Supplier may not have product or company logos, printed words, cartoon graphics or photos. The Supplier will promote a favorable image of the LCRA through personal actions, attitude and a willingness to assist park visitors in a prompt, courteous manner.
7. Living Area and Entrance Facilities Maintenance: The Supplier will maintain the area where the trailer is parked (Contract Park Host Site) in a clean and sanitary condition at all times. No dog pens, horse corral, poultry cages or similar facilities for pets or the raising of animals will be allowed. All pets will be confined in the Supplier’s trailer or on a leash of 6-ft or less in length and must not disturb park visitors. Pets may not be tied outside when Supplier is offsite. The Supplier’s site will remain clean of animal waste at all times. Pets will have all vaccinations as required by state laws and will wear a collar that displays vaccination tags at all times. No pets are allowed in the entrance office. No washers, dryers, deep freezers, or excessive personal items will be permitted around the trailer pad areas. No personal storage is allowed in the entrance office. Suppliers may not have outside storage containers. Smoking is not allowed within 15-feet of any park facility. The Supplier will maintain all entrance facilities (including restrooms), in a clean, orderly and sanitary condition at all times. LCRA will provide paper products, plastic trash bags and a limited supply of cleaning products to the Supplier. Solid waste and refuse will be deposited in the supplied dumpster at the park. Security of the Supplier’s living quarters and all personal property shall remain the Suppliers responsibility throughout the duration of the contract. The LCRA accepts no responsibility for, nor will it be liable for, damage or theft occurring to the Supplier’s property.
8. Fee Collection: Supplier will follow the LCRA Parks and Natural Science Center Cash Collection Policy and the LCRA Park Entrance Office Procedures. Suppliers will follow LCRA reservation policies. Supplier will be responsible for safeguarding cash, checks, cash register receipts and reports, computer generated receipts, signed credit card receipts and credit card settlement reports until turned over to the Park Superintendent. The Supplier may be audited at any time, with or without prior notice, and is required to place all forms of collected use fees payments/monies in the entrance office safe at the end of the daily shift. The Supplier, using personal funds, will be required to have a $150 bank on site to make change for customer transactions.
9. Delivery / Audit of Use Fees and Cash Collection Records: At least once per week, LCRA park staff will collect cash collection records and use fee revenues. A receipt will be given to the Supplier for the cash collected. Cash collection records will be audited weekly to ensure correctness and adherence to the LCRA Parks and Natural Science Center Cash Collection Policy and the LCRA Park Entrance Office Procedures.
10. Security Bonding: After contract award, Supplier must provide to the LCRA, a Security Bond in the amount of $ 10,000 Condition of the bond obligation covers the loss of LCRA use fees that are stolen or embezzled by the Supplier. The bond shall name all persons that will work under the contract. The bonds shall note that the Suppliers are not direct employees of the LCRA. The term of the bond is to be a minimum of 60-days past the Suppliers effective date of termination. A condition in the bond will require the bonding company to notify the LCRA before the bond is modified, terminated, or cancelled, prior to the original termination date. The Supplier must provide a copy of the bond prior to the effective date of the contract. Supplier cannot begin work without proof of bonding. The Security Bond may be either a Business Services Bond, Volunteer in Parks (VIP) bond, Fidelity Bond or Dishonesty Bond from an insurance agent meeting the criteria stated above.
11. Disturbances: The Supplier will promptly report all accidents, violations of law, disturbances, and situations that could affect health and safety of visitors to the Park Superintendent. In the event the Supplier is unable to communicate with the Park Superintendent and the situation dictates, the Supplier will contact LCRA Ranger Dispatch as soon as practical. All communications with LCRA Ranger Dispatch or local law enforcement officers will be reported to the Park Superintendent as soon as possible. The Supplier will not attempt to apprehend any violators or enforce rules, regulations or laws. Suppliers will inform park visitors of rules, regulations and laws and refer persistent violations to LCRA staff or LCRA Ranger Dispatch. In the event of an accident, injury or customer complaint, the Supplier must fill out an incident report and submit it to the Park Superintendent within 24-hours. NOTE: Serious incidents, those requiring a 9-1-1 call, a call to LCRA Ranger Dispatch, major damage to the park facilities, emergency situations (i.e. wildfires or floods) requiring park evacuation or situations of significant public interest will be reported immediately to the Park Superintendent.
12. Cooperation with Others: the Supplier will maintain good communications and relations with the public, other Suppliers, volunteers, LCRA employees, and others who work for the LCRA for the construction of new facilities, repair of existing facilities, sanitation services, trash pickup services, and grass mowing, etc…The Supplier will allow LCRA employees to use facilities to furnished by LCRA. Cooperation will include, but not be limited too, summoning assistance and reporting all instances of vandalism, harassment, public intoxication, speeding, etc…to the proper authorities. The Supplier will diligently attempt to provide for the needs of our visiting public as public relations representatives for the LCRA.
13. Entrance Office Operations: The Supplier will occupy the entrance office at all times during duty hours specified in the Scope of Work. Supplier will not solicit, advertise, sell or offer to sell any unauthorized goods or services to campers or visitors on public property. Supplier will not post any sign or public communication without approval from the Park Superintendent.
14. Park Inspection: The Supplier will inspect the park area and facilities a minimum number of times each day as required by the Scope of Work. Inspections will be made in a vehicle provided and maintained by the Supplier. During all inspections, if the Supplier observes park users violating the LCRA Land and Water Use Regulations), the Supplier should advise the visitor of the violation. The Supplier is not to pursue enforcement, if violations persist, the Supplier should advise the Park Superintendent and LCRA Ranger Dispatch. If an LCRA Ranger is not available to respond in minor cases, a record of the incident should be made and reported to the Park Superintendent as soon as practical. If, in the opinion of the Supplier, a situation could potentially escalate or is an immediate public safety concern, local law enforcement should be contacted.
15. Supplier Vehicle: The Supplier will provide a transportation vehicle, which can be operated independently of the RV, free of leaks and in good mechanical condition for use in performing the requirements of the contract. The Supplier must have the minimum state required liability insurance must be carried and have a current Motor Vehicle Inspection (MVI). Proof of liability insurance will be submitted to the LCRA no later than 10-days after the beginning date of the contract. All motor vehicles and operators will comply with Texas state law for the operation of motor vehicles. LCRA will provide magnetic vehicle signs identifying the Supplier vehicle as a contract LCRA Park Host. Supplier must remove the signs when using the vehicle outside of the boundaries of the assigned park.