12444223Q0021 - Attachment 1 - Performance Work Statement (PWS).pdf

National Forest and Grasslands in Texas Davy Crockett NF Ratcliff Lake Recreation Area Mowing

Recreation Site Grounds Maintenance Attachment Attachment 1 - Performance Work Statement

I. Scope: The contractor shall provide all materials, labor, equipment, tools, transportation, supervision, expertise, and other incidentals necessary, to successfully complete grounds maintenance and mowing at the Ratcliff Lake Recreation Area more particularly described as the Day Use Area, Dogwood Loops, Lakeside Loop, Loblolly Loop, Sawmill Loop and some of the road rights-of-ways (from road to treeline). Please refer to the color-coded areas depicting mowing maintenance areas on the attached map. The total mowing area under this contract at Ratcliff Lake is approximately 78 acres. Services will be provided primarily between the dates of April and October, Submission of an offer for the basic contract period constitutes an offer to perform in the option period(s), if exercised. This procurement action is set-aside for small business concern.

II. Site Visit: An organized site visit is not scheduled. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. Contact the Davy Crockett National Forest, Bobi Stiles:

936-553-3444, to schedule a site visit. In no event shall failure to inspect the site constitute grounds for a claim after contract award. There are differences in mowing heights depending on the various mowing areas around the Lake.

III Service Location: Davy Crockett National Forest Service, Ratcliff Lake Recreation Area, Ratcliff TX.

Ratcliff Lake Recreation Area: From Lufkin: Take State Highway (SH) 103 west 16 miles until it merges with SH 7.

Continue west on SH 7 for 12 miles. Ratcliff Lake Recreation Area will be on the right. From Crockett TX: Take SH 7 east 15 miles, tum left on the Ratcliff Lake Recreation Area entrance road.

IV. Service Location Descriptions:

Recreation Area

Mowing Height Mowed Acres {est.)

Buildings Picnic Tables

Ratcliff Lake

Bathrooms

Campsites

ROW

Dam

Day Use Area 3" to 4" NIA 13 Bathroom (1) Pavilion (1)

Storage Building (2)

Amphitheater

Dogwood Loops & Lakeside Loon

3" to 4" 3" to 5" 32 Bathroom (1) 38

Loblollv Loop 3" to 4" 3" to 5" 13 Bathroom {I) 11

Sawmill Loop 3" to4" 3" to 5" 4 Pavilion (I) Bathroom (I)

Plavo-round (I)

Dam-to be treated two times per year during growing season

NIA NIA NIA 3"-5" 3 NIA NIA

Rights-of-Ways -mow road to tree line (approximately IO feet on each side of road)

NIA 3" to 4" NIA 12 NIA NI/A

Entrance NIA NIA 3"-4" 1 NIA NIA Total Area 78 acres

V. Performance of Similar Work by the Government: Nothing in this contract restricts the Government from performing any of the work with its own organization and workforce.

VI. Hours of Operation: The contractor shall perform mowing activities Monday thru Thursday between the hours of 8:00 am and 5:00 pm, unless time changes are approved by the COR.

Recognized Holidays. The contractor may not perform mowing activities at recreation areas on Federal Holidays.

VII. Tasks:

Grounds Maintenance - Mowing/Weed eating/Edging: The Contractor shall be responsible for cutting/mowing operations as indicated in schedule. The Contractor is cautioned that some of the terrain to be mowed is rough and irregular. The contractor shall be responsible for replacement of any broken windows or other damage, either of buildings, vehicles, or campers or other features, resulting from contract actions. Any litter, tree limbs, rocks, or other debris shall be picked up and disposed of properly prior to mowing. Picnic tables, walk ways, bathroom porches, trash can aprons, parking lots, water fountains, roads and amphitheater will be cleared of grass cuttings following mowing. There are sensitive areas in Ratcliff Lake Recreation Area in which mechanical equipment cannot not operate. These areas will be delineated by the Forest Service. Forest Service may also designate trees/shrubs to leave between campsites to provide a vegetative screen. Some weed eating/edging may be needed around structures/sign posts the mower cannot reach, as designated by the Forest Service.

Grass Height: All grass height will be measured from ground to the end of the blade of grass. Mower blades will be sharp enough to completely sever the mowed material and not torn.

Woody Stem Height: The area to be mowed within the Dogwood, Loblolly Loop, Sawmill and Lakeside Drive area is not all grass. In the areas that are not grass, there are woody plants and young stems of various hardwood species, therefore cutting conditions will change. Under these conditions especially around the campsite areas, the height can range from 3" to 5" inches when measured on level ground.

Protected Site: There is a protected site in the Sawmill camping area that is described as a house foundation that has exposed rock. This foundation area is approximately 25 X 25 feet in size and may be maintained with a weed eater or with the mower deck raised to a height that clears the foundation.

GENERAL: The Contractor shall clean-up work areas, and restore any damaged landscape, government property, or buildings to their original state from damage resulting from contract actions. The Contractor shall supply all materials, labor, and equipment to complete all work specified in this scope of work. The contractor shall notify the government of any maintenance needs of safety concerns encountered during the performance of duties related to this contract.

VIII. Service Schedule:

Task Description

Recreation Area Season Frequency Specific Days

Ratcliff Lake Area Mowing

Ratcliff Lake Mowing Area

Potentially year-round

As needed: Mon. - Thur.

Mar to Nov - once a month

(except dam) (except dam}- Dec to Feb – no mowings Approximate

Acres: 75 ac.

Ratcliff Lake Dam Mowing

Ratcliff Lake Dam Mowing

Spring & Fall Once in Spring, and once in Fall; coordinate with COR

Area-

Approximate Acres: 3 ac

IX. Measurement and Payment:

Monthly Payments: Payment will be made through IPP for monthly services accepted by the Government.

Invoice Processing Platform (IPP): The "Submit Invoice -to" address for USDA orders is the Department of Treasury's Invoice Processing Platform (IPP). The contractor must follow the instructions on how to register and submit invoices via IPP. All invoices shall be submitted via the electronic Invoice Processing Platform. This platform is managed by the U.S.

Department of Treasury and additional information is available in the solicitation and at the below website:

https://www.ipp.gov/index.htm.

X. DEFINITIONS

STANDARD DEFINITIONS TERMS

Acceptable Quality Level (AQL)

Defective Service

Performance Requirements Summary (PRS)

Quality Assurance

Contracting Officer's Representative (COR)

Government Inspector

Quality Assurance Surveillance Plan (QASP)

Quality Control

Random Sampling

Calendar Days

MEANING

The maximum allowable deviation from perfect performance that may occur before the Government will invoke payment deduction. An AQL does not allow a contractor knowingly to offer defective service, but limits reduced payment to circumstances in which defective performance results in a measurable reduction in the value of services rendered.

A unit of service which contains one or more defects, or nonconformance with specified requirements.

Identifies the key service outputs of the contract that will be evaluated by the Government to assure contract performance standards are met by the contractor.

Those actions taken by the Government to assure services meet the requirements of A Government person appointed by the contracting officer to help the contracting officer with contract administration and surveillance.

A Government person responsible for surveillance of contractor performance.

An organized written document used for quality assurance surveillance that contains specific methods the Government will use to perform surveillance of the contractor.

Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

A sampling method in which each service output in a unit has an equal chance of being selected.

Every day shown on the calendar, Saturdays, Sundays and holidays included.

XI CONTRACTOR FURNISHED ITEMS/SERVICES

Submittals. The contractor shall provide and maintain an acceptable Quality Control Plan, Work Plan, and Safety Plan throughout the life of this contract. The contractor shall make available to the Government any records, materials, and other evidence regarding inspection, testing, and quality control for any work performed under this contract for examination, audit, or reproduction. This requirement also applies to any subcontracts under this contract. The Contractor shall notify subcontractors appropriately and insert this requirement in all subcontracts under this contract.

XII QUALITY/PERFORMANCE STANDARDS

Negative Incentives For Not Meeting Standards: Areas not meeting the AQL will be reworked at the contractor's expense until it reaches the AQL. Those areas that cannot be reworked will result in non-payment for that area. The Government may also consider acceptance with consideration, less than satisfactory performance evaluation, payment reduction for percentage of work which falls below the AQL or not exercising an option year as a disincentive.

Positive Incentives For Meeting Standards: Satisfactory or Better performance rating; Exercise of Option Years; When performance has exceeded the standard for 6 consecutive months, reduce government oversight or contractor reporting, as appropriate.

XIII. QUALITY ASSURANCE SURVEILLANCE PLAN

Contract- Grounds Maintenance at Ratcliff Lake Recreation Area, Davy Crockett National Forest.

This Quality Assurance Surveillance Plan (QASP) has been developed pursuant to the requirements of the Performance Work Statement (PWS) in 12444223Q0021. This plan sets forth procedures and guidelines that will be used in evaluating the technical performance of the contractor.

A. PURPOSE OF THE QASP

The QASP is intended to accomplish the following:

1. Define the roles and responsibilities of participating government officials and the contractor;

2. Identify the types of work to be performed and the inspections to be performed to validate adequacy; describe the evaluation methods that will be employed by the government in assessing the contractor's inspection program and performance to the quality/perforn1ance standards required for each task;

3. Provide copies of the contractor's inspection records and Government quality assurance monitoring forms that will be used by the government in documenting and evaluating the contractor's performance;

4. Describe the process of performance documentation.

The contractor is responsible for performing inspection services pursuant to the inspection clause and for providing and maintaining the inspection forms, approved by the government, to perform the contractor's inspection services. The contractor has represented themselves, to be responsible for meeting the prescribed quality/performance standards in the statement of work.

B. ROLES AND RESPONSIBILITIES OF GOVERNMENT OFFICIALS

The following government officials will participate in assessing the quality of the contractor's performance. Their roles and responsibilities are described as follows:

1. The Contracting Officer's Representatives (CORs) will be responsible for monitoring, assessing, recording, and reporting on the technical performance of the contractor on the schedule of inspections submitted by the contractor and approved by the government.

2. The COR/Inspector, if the latter is assigned to the project, will either .witness the contractor's performance of the inspections performed by the contractor or will evaluate the contractor's inspection results as to documented findings relative to meeting the standards for each task/subtask within the statement of work. The COR will have primary responsibility for completing quality assurance monitoring forms which will be used to document the inspectioq and evaluation of the contractor's work performance.

3. The Contracting Officer (CO) will have overall responsibility for overseeing the contractor's performance and for the day-to-day monitoring of the contractor's performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the COR's assessment of the contractor's performance; and resolving all differences between the COR's and the contractor's versions.

C. TYPES OF WORK TO BE PERFORMED/SCHEDULE OF INSPECTIONS

This contract calls for the contractor to perform the following tasks and subtasks and to perform inspections at the completion of the tasks/subtasks as a minimum and or for intermediate inspections as determined at contract award by the COR/CO. The contractor's quality control plan/schedule will be modified accordingly and will be one of the basis for the award of the contract.

Service Delivery Summary

Performance Objective SOW Para Performance Threshold

Mowing/Weed eating/Edging VII. and Contract

Specification

100% adherence to performance requirements is required.

Not to exceed three reported occurrences with less than 100% compliance as repo11ed by the COR on the Quality Assurance Report.

D. METHODS OF SURVEILLANCE

Surveillance The government, through each COR and Government Inspector, shall monitor the contractor's performance through a variety of methods. The methods to be used are:

l. I00% inspection of the contractor's inspection results.

2. Customer surveys.

3. Periodic inspections by COR and contract inspectors.

Performance Requirements Summary

Required Service Standard (Referencing PWS) Allowable Deviation

Method of Quality Assurance

Disincentive

Mowing/Weed Eating/Edgjng VII. and Contract Specification 5% from standard Bi-Monthly Inspections/ Quality Assurance Report

Rework at no cost to the Government.

Procedures

1. Each COR and Inspector will use one Quality Assurance (QA) monitoring form to document and evaluate the contractor's performance under the contract. The form, when complete, will document what the contractor was supposed to do, what was actually done, and the impact or consequences of what was done.

2. Each COR will judge each event in accordance with the performance standards and performance requirements stated in section VII of the Performance of Work Statement (PSW).

3. Each COR must substantiate all tasks which he judges to be indicative of "unacceptable" performance. Performance at the "acceptable" level is expected and need not be substantiated.

4. The contractor will furnish to the COR, copies of all contractor-generated inspection forms. The COR will then forward copies of all completed QA monitoring forms and contractor inspection records to the CO. The contractor is required to respond in writing to any negative QA monitoring form within 5 working days after receipt of the form.

Quality Assurance Checklist For Ratcliff Lake Recreation Area Mowing Contract

As Ordered: DATE DATE Mowing/Weed eating/Edging

Any litter, tree limbs, rocks, or other debris shall be picked up and disposed of properly prior to mowing. Picnic tables, walk ways, bathroom porches, trash can aprons, parking lots, water fountains, roads and amphitheater will be cleared of grass cuttings following mowing. There are sensitive areas in Ratcliff Lake Recreation Area in which mechanical equipment cannot not operate. These areas will be delineated by the Forest Service. Forest Service may also designate trees/shrubs to leave between campsites to provide a vegetative screen. Some weed eating/edging may be needed around structures/sign posts the mower cannot reach, as designated by the Forest Service.

Grass Height: All grass height will be measured from ground to the end of the blade of grass.

Mower blades will be sharp enough to completely sever the mowed material and not tom.

Woody Stem Height: The area to be mowed within the Dogwood, Loblolly Loop, Sawmill and Lakeside Drive area is not all grass. In the areas that are not grass, there are woody plants and young stems of various hardwood species, therefore cutting conditions will change.

Under these conditions especially around the campsite areas, the height can range from 3" to 5" inches when measured on level ground.

Protected Site: There is a protected site in the Sawmill camping area that is described as a house foundation that has exposed rock. This foundation area is approximately 25 X 25 feet in size and may be maintained with a weed eater or with the mower deck raised to a height that clears the foundation.

GENERAL: The Contractor shall clean-up work areas, and restore any damaged landscape, government property, or buildings to their original state from damage resulting from contract actions.

Comments:

Unless noted, services performed were satisfactory.

Conducted by: Date:

Contracting Officer's Representative