26Q0004 - Attachment A - SOW.pdf

SCOPE OF WORK (SOW)

Grass Cutting and Landscaping Services

Location: Cardenas Excess Lands, U.S. Embassy Panama

Estimated Start Date: February 2026

1. PERFORMANCE WORK STATEMENT

1.1 Overview

The Contractor shall provide all labor, materials, tools, equipment, and personal protective equipment

(PPE) necessary to perform grass cutting and landscaping services at the Cardenas Excess Lands, U.S.

Embassy Panama. The work includes scheduled cutting and removal of Elephant Grass (EG) and semi-improved grass (SIG) around the perimeter of the USG property line, as detailed in the attached plans and specifications.

1.2 Project Description

The Contractor shall cut and remove approximately 13,165 square meters of Elephant Grass (8-10 feet high) and 39,736 square meters of semi-improved grass (2-4 inches high). The site may contain wildlife hazards such as snakes, scorpions, and bees. The Contractor is responsible for all necessary safety and health precautions for their personnel.

1.3 Government Furnished Property

No Government Furnished Property will be provided for this contract.

1.4 Services and Frequency

1.4.1 Grass Cutting

• Section A & B: The Contractor shall perform five (5) scheduled cuts (bimonthly: February, April, June, August, October) of semi-improved grass (SIG) in Sections A and B, as shown in the attachments.

• Section C: The Contractor shall perform five (5) scheduled cuts (bimonthly: February, April, June, August, October) of Elephant Grass (EG) in Section C, as shown in the attachments.

• The Contractor shall remove all cut grass and debris from the site to an authorized disposal location outside the Cardenas area and Embassy Compound.

• The Contractor shall provide drinking water for employees and ensure a quality control supervisor/foreman is present on site at all times.

1.4.2 Extra Landscaping Services

The Contractor shall provide extra landscaping services as needed, including:

• Clearing of trees

• Clearing of bamboo

• Trimming of bushes

• Removal of debris

1.5 Lawn Care

1.5.1 Grass Cutting

The Contractor shall maintain the height of grass between 4 and 6 centimeters. The Contractor is responsible for all equipment and fuels needed to complete this task.

1.5.2 Weeding and Weed Killer Application

The Contractor shall weed the grounds and gardens on a continuous basis to prevent the growth of weeds into lawn and landscapes. The Contractor may use weed-killing chemicals to prevent the growth of weeds to eliminate grass and weeds in the cracks and joints within or along sidewalks and curbs.

The Contractor shall obtain approval of the COR for all applications of weed killers. The Contractor shall apply weed killer once a year. If weed killer is not required, the Contractor shall request a waiver in writing from the COR.

1.6 Pruning

1.6.1 General

The Contractor shall maintain trees, shrubs, hedges, bushes, vines, ground cover and flowers.

1.6.2 Pruning Schedule

The Contractor shall prepare a written schedule, as part of the Grounds Maintenance Plan, showing the method, frequencies, and dates of pruning.

1.6.3 Pruning Standards

The Contractor shall prune all shrubs, vines, bushes, ground cover, and trees to:

• direct and encourage plant growth in directions desired,

• remove dead and unsightly growth, and

• maintain a neat and attractive appearance.

The Contractor shall prune according to the schedule in the Grounds Maintenance Plan to ensure that all heavy pruning is accomplished during the proper season according to best horticultural practice.

The Contractor shall prune all hedges and shaped shrubs to maintain proper shape at all times.

1.6.4 Replacement

At no additional cost to the Government, the Contractor shall replace any tree, bush or shrub that is killed or rendered unusable for its intended purpose through negligent or irresponsible practices that are attributable to the Contractor.

1.7 Leaf Removal

The Contractor shall be responsible for removing leaves and pine needles from the designated areas during the same months in which grass cutting and landscaping services are performed.

1.8 Removal of Debris

The Contractor shall remove foreign material, cuttings, grass, leaves, bark, limbs, dead vegetation, paper, and trash from the maintained areas including walkways, stairways and curbs within or adjacent to the area. The Contractor shall remove all debris and equipment from the work site before the end of each workday. Debris removal shall prevent unsightly accumulation. The Contractor shall promptly remove collected debris to an authorized disposal site. The Contractor is responsible for all expenses incurred in the collection and disposal of debris.

1.9 Hazardous and Toxic Substances

It is the Contractor's responsibility to ensure the safe handling, application, removal and environmentally sound disposal of all hazardous or potentially hazardous fertilizers, weed killers, and pest control products utilized in this requirement.

1.10 Life Safety and Protection

The Contractor shall ensure that all works are carried out in accordance with safety and health regulations, with particular attention to personal protective equipment, guard rails, scaffolding, electric leads, and access ladders. The Contractor shall comply with OSHA standards and/or the Safety and

Health Requirement Manual, EM 385-1-1. The Contractor shall provide written proof of social security for all onsite employees, a first aid kit, and an ABC Class fire extinguisher. Hazardous materials must be stored in COR-approved areas. No work shall be left in an unsafe condition.

PLEASE REFER TO SPECIFIC SAFETY MEASURES.

For safety reasons, the minimum number of workers will be two people, because of the risks involved in the cutting area. The maximum number of workers will be determined by the contractor, to assure to comply with the requirements of the schedule and timing.

1.11 Project Coordination and Supervision

The Contractor shall coordinate all activities with the Contracting Officer’s Representative (COR), who will be the Landscaping Supervisor. Regular meetings for progress reporting and coordination are required. The Contractor is responsible for site access, supervision, and ensuring minimal disruption to

Embassy operations.

1.12 Deliverables and Schedules

The Contractor shall submit the following deliverables:

• Project schedule within 5 days after Notice to Proceed (NTP)

• Personal access request and list of personnel within 5 days after NTP

• Tools and equipment list within 5 days after NTP

• Projected substantial completion date within 25 days after NTP

• Punch list within 3 days after substantial completion, coordinated with the COR.

1.13 Reference Documents

Reference documents include:

• Cardenas Excess Land Property Perimeter Lines Plan

• Table of Elephant Grass and Semi-improved Grass Calculations

• Topographic Data of Cardenas Excess Land Perimeter Lines.

2. CONTRACT CLAUSES, EVALUATION, AND CERTIFICATIONS

All required contract clauses, evaluation factors, and representations/certifications are incorporated by reference. This includes, but is not limited to:

• Safety, insurance, and legal compliance requirements

• Evaluation and submission instructions

• All referenced documents and plans as required

• Personnel requirements, standards of conduct, and key control

• Quality assurance and surveillance plan (QASP)

• All applicable FAR and DOSAR clauses and provision

3. ATTACHMENTS

• Attachment 1: Cardenas Excess Land Property Perimeter Lines Plan

• Attachment 2: Table of Elephant Grass and Semi-improved Grass Calculations

• Attachment 3: Topographic Data of Cardenas Excess Land Perimeter Lines

4. QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP)

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work Performance Threshold

Performs all gardening services set forth in the scope of work.

1. through 3.

All required services are performed and no more than one

(1) customer complaint is received per standard cut service.

4.1 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

4.2 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per standard cut service. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause

(FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

4.3 Procedures.

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The

COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the

Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting

Officer for appropriate action under the Inspection clause.

Sample Inspection Checklist for COR

Project: Grass Cutting and Landscaping Services – Cardenas Excess Lands

Date of Inspection: ___________________

Inspector (COR): _____________________

Contractor Representative: ______________

Item Yes No N/A Comments/Findings

1. Grass maintained (4-6 cm)

2. Scheduled areas cut as required

3. Leaves and pine needles removed

4. Weeds controlled/weed killer applied

5. Extra landscaping (trees, bamboo, etc.)

6. Debris and cuttings removed from site

7. No debris left on walkways/curbs

8. Safety measures/PPE in use

9. Drinking water provided for workers

10. Supervisor/foreman present on site

11. No hazardous materials improperly stored

12. Work performed with minimal disruption

13. Tools/equipment in good condition

14. Any deficiencies from previous visit corrected

Additional Comments:

Corrective Actions Required (if any):

COR Signature: _____________________ Date: _______________

Contractor Rep Signature: ___________ Date: _______________

End of Scope of Work

Safety Standards and Requirements for a Grass Cutting Work on the Perimeter of the US

Embassy Compound

1.0 General Safety Compliance

1.1 OSHA Compliance:

All work performed under this contract shall comply with the Occupational Safety and Health

Administration (OSHA) standards, including but not limited to:

• 29 CFR 1910 (General Industry Standards)

• 29 CFR 1926 (Construction Standards, as applicable)

• 29 CFR 1910.132–138 (Personal Protective Equipment)

• 29 CFR 1910.147 (Control of Hazardous Energy – Lockout/Tagout)

• 29 CFR 1910.212 (Machine Guarding)

• 29 CFR 1910.95 (Occupational Noise Exposure)

• 29 CFR 1910.151 (Medical Services and First Aid)

• 29 CFR 1910.1200 (Hazard Communication)

• 29 CFR 1910.242–244 (Hand and Portable Powered Tools and Equipment)

• 29 CFR 1910.266 (Logging Operations, for brush cutting and clearing)

• 29 CFR 1910.305 (Electrical Safety, for powered equipment)

• 29 CFR 1910.145 (Accident Prevention Signs and Tags)

2.0 Hazard Assessment

2.1 Site-Specific Hazards:

Prior to commencement of work, the Contractor shall conduct and document a hazard assessment of the perimeter work area, identifying and mitigating the following risks:

• Uneven or sloped terrain (risk of slips, trips, and falls)

• Hidden obstacles (rocks, holes, debris, stumps, or discarded materials)

• Proximity to fencing, roads, and utilities (risk of contact with live wires, pipes, or vehicular traffic)

• Wildlife (snakes, insects, or other animals)

• Pedestrian and vehicular traffic (risk of accidental contact or injury)

• Flying debris (risk to workers and bystanders)

• Noise exposure (from gas-powered equipment)

• Heat stress (due to outdoor work in high temperatures)

• Exposure to dust, pollen, and plant material (respiratory and allergic risks)

3.0 Personal Protective Equipment (PPE)

3.1 Minimum PPE Requirements:

The Contractor shall provide, maintain, and enforce the use of the following PPE for all personnel engaged in grass cutting and vegetation control:

• Eye and Face Protection: ANSI Z87.1-compliant safety glasses with side shields and/or face shields to protect against flying debris.

• Head Protection: ANSI Z89.1-compliant hard hats where overhead hazards exist.

• Hand Protection: Cut-resistant gloves suitable for handling vegetation and operating power equipment.

• Foot Protection: ANSI Z41 or ASTM F2413-compliant safety boots with slip-resistant soles.

• Hearing Protection: Earplugs or earmuffs with a minimum NRR of 22 dB when operating gas-powered equipment.

• Respiratory Protection: NIOSH-approved dust masks or respirators when exposure to dust, pollen, or exhaust fumes is likely.

• High-Visibility Apparel: ANSI/ISEA 107 Class 2 or higher high-visibility vests or shirts for all workers operating near roads or in areas with vehicular or pedestrian traffic.

• Leg Protection: Chaps or leg guards when operating brush cutters or trimmers in dense vegetation.

4.0 Operational Safety Procedures

4.1 Equipment Inspection and Maintenance:

• All equipment (trimmers, mowers, brush cutters) shall be inspected daily prior to use for mechanical integrity, proper guards, and safe operation.

• Defective or damaged equipment shall be tagged out and removed from service until repaired.

4.2 Safe Operating Distances:

• Maintain a minimum distance of 50 feet between operators of powered equipment and bystanders.

• Establish exclusion zones with cones, tape, or signage to prevent unauthorized entry.

4.3 Debris Control:

• Clear the work area of loose debris, rocks, and other hazards before starting equipment.

• Use deflectors, guards, and shields on equipment to minimize the risk of flying debris.

• Cease operations if bystanders or vehicles enter the exclusion zone.

4.4 Refueling and Shutdown:

• Refuel equipment only when engines are off and cooled, in well-ventilated areas away from ignition sources.

• Store fuel in approved containers and away from work areas.

• Follow manufacturer’s shutdown and lockout procedures before performing maintenance or clearing jams.

4.5 Weather and Environmental Conditions:

• Suspend operations during lightning, heavy rain, or extreme heat.

• Provide shaded rest areas and potable water to prevent heat-related illnesses.

5.0 Training and Competency

5.1 Worker and Supervisor Training:

• All personnel shall receive documented training in the safe operation of grass-cutting equipment, hazard recognition, PPE use, and emergency procedures.

• Supervisors shall be trained in OSHA standards, site-specific hazards, and incident response.

• Only trained and authorized personnel may operate powered equipment.

6.0 Emergency Response and Incident Reporting

6.1 First Aid and Medical Response:

• Maintain a fully stocked first aid kit at the worksite at all times.

• At least one worker per crew shall be trained in basic first aid and CPR.

• Emergency contact numbers and directions to the nearest medical facility shall be posted at the worksite.

6.2 Incident Reporting:

• All injuries, near-misses, and hazardous conditions shall be reported immediately to the

Contractor’s supervisor and the Contracting Officer’s Representative (COR).

• The Contractor shall submit written incident reports within 24 hours of any event.

7.0 Contractor Responsibilities

7.1 OSHA Compliance:

• The Contractor is responsible for full compliance with all applicable OSHA standards and the requirements of this document.

• The Contractor shall provide all required PPE, safety equipment, and training at no cost to workers.

7.2 Supervision and Documentation:

• The Contractor shall assign a competent person to supervise all operations, conduct safety briefings, and enforce safety protocols.

• Maintain records of hazard assessments, equipment inspections, training, and incident reports for review by the COR.

7.3 Coordination:

• The Contractor shall coordinate with the COR regarding work schedules, site access, and any changes to safety procedures.

Note: The above requirements are minimum standards. The Contractor is encouraged to implement additional safety measures as appropriate to the specific site conditions and scope of work.

POINT SECTION FINCA DISTANCE SIDE WIDTH

Elephant Grass

AREA (M2)

Semi-Improved Grass Area (M2)

Frequency (#of cut per year) Months 10-11 A 321237 44.01 1 10 0.00 440.10 5 Feb/April/June/Aug/Oct 11-12 A 321237 51.05 1 10 0.00 510.50 5 Feb/April/June/Aug/Oct 12-13 A 321237 100 1 10 0.00 1000.00 5 Feb/April/June/Aug/Oct 13-14 A 321237 15 1 22 0.00 330.00 5 Feb/April/June/Aug/Oct 14-15 A 321237 79.22 1 22 0.00 1742.84 5 Feb/April/June/Aug/Oct 15-16 A 321237 116.69 1 20 0.00 2333.80 5 Feb/April/June/Aug/Oct 16-17 A 321237 21.78 1 20 0.00 435.60 5 Feb/April/June/Aug/Oct 17-18 A 321237 43.04 1 22 0.00 946.88 5 Feb/April/June/Aug/Oct 18-19 A 321237 79.59 1 22 0.00 1750.98 5 Feb/April/June/Aug/Oct 19-20 A 321237 92.4 1 22 0.00 2032.80 5 Feb/April/June/Aug/Oct 20-21 A 321237 41.62 1 22 0.00 915.64 5 Feb/April/June/Aug/Oct 21-22 A 321237 31.65 1 22 0.00 696.30 5 Feb/April/June/Aug/Oct 22-23 A 321237 35.77 1 22 0.00 786.94 5 Feb/April/June/Aug/Oct 23-7B A 321237 60 1 22 0.00 1320.00 5 Feb/April/June/Aug/Oct

1-2 B 321229 56.87 1 40 0.00 2274.80 5 Feb/April/June/Aug/Oct 2-3 B 321229 3.51 1 40 0.00 140.40 5 Feb/April/June/Aug/Oct 3-4 B 321229 55.48 1 40 0.00 2219.20 5 Feb/April/June/Aug/Oct 4-5 B 321229 39.73 1 40 0.00 1589.20 5 Feb/April/June/Aug/Oct 5-6 B 321229 90.22 1 40 0.00 3608.80 5 Feb/April/June/Aug/Oct 9-10 B 321229 85.3 2 10 853.00 0.00 5 Feb/April/June/Aug/Oct 10-11 B 321229 47.4 2 10 474.00 0.00 5 Feb/April/June/Aug/Oct 11-12 B 321229 89.37 1 22 0.00 1966.14 5 Feb/April/June/Aug/Oct 12-13 B 321229 14.53 1 30 0.00 435.90 5 Feb/April/June/Aug/Oct 13-14 B 321229 22.51 1 30 0.00 675.30 5 Feb/April/June/Aug/Oct 14-15 B 321229 18.53 1 30 0.00 555.90 5 Feb/April/June/Aug/Oct 15-16 B 321229 4.33 1 30 0.00 129.90 5 Feb/April/June/Aug/Oct 16-17 B 321229 50 1 20 0.00 1000.00 5 Feb/April/June/Aug/Oct 17-18 B 321229 44.33 1 20 0.00 886.60 5 Feb/April/June/Aug/Oct 18-19 B 321229 94.09 1 40 0.00 3763.60 5 Feb/April/June/Aug/Oct 19-20 B 321229 21.59 1 40 0.00 863.60 5 Feb/April/June/Aug/Oct 20-21 B 321229 18.98 1 40 0.00 759.20 5 Feb/April/June/Aug/Oct 21-22 B 321229 6.31 1 40 0.00 252.40 5 Feb/April/June/Aug/Oct 22-1 B 321229 26.25 1 40 0.00 1050.00 5 Feb/April/June/Aug/Oct

1-2 C 321237 134.24 2 10 1342.40 0.00 5 Feb/April/June/Aug/Oct 2-3 C 321237 202.69 1 5 1013.45 0.00 5 Feb/April/June/Aug/Oct 3-4 C 321237 145.95 1 5 729.75 0.00 5 Feb/April/June/Aug/Oct 4-5 C 321237 56.83 1 5 284.15 0.00 5 Feb/April/June/Aug/Oct 5-6 C 321237 132.19 1 5 660.95 0.00 5 Feb/April/June/Aug/Oct 6-10 C 321237 108.31 1 5 541.55 541.55 5 Feb/April/June/Aug/Oct 23-1 C 321237 123.35 2 10 1233.50 0.00 5 Feb/April/June/Aug/Oct 10-11 C 321237 356.15 1 5 1780.75 1780.75 5 Feb/April/June/Aug/Oct 6-7 C 321237 147.56 1 5 737.80 0.00 5 Feb/April/June/Aug/Oct 8-9 C 321237 351.4 2 10 3514.00 0.00 5 Feb/April/June/Aug/Oct

TOTALS 13165.30 39735.62

CALCULATED DATA FOR ELEPHANT GRASS & SEMI-IMPROVED GRASS CUTTING

NEW ATTACHMENTS