3.c_PERFORMANCE WORK STATEMENT Storm and Drainage.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR

SANITARY AND STORM DRAINAGE SYSTEM MAINTENANCE AND INSPECTION

SERVICES AT

THE UNITED STATES COAST GUARD ACADEMY, NEW LONDON, CONNECTICUT

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard (USCG) Academy is an educational institution, which educates, trains, and develops leaders of character who are ethically, intellectually, professionally, and physically prepared to serve their country and humanity, and who are strong in their resolve to build on the long military and maritime heritage and proud accomplishments of the United States Coast Guard. The Academy was founded in 1876 and has a proud tradition as one of the finest and most selective colleges in America. The Academy provides a four-year Bachelor of Science program with a full scholarship to each individual. The total cadet enrollment is approximately 1,000.

1.2 SCOPE

The contractor shall furnish all labor, material, equipment transportation and supervision to clean and inspect 141 storm drainage catch basins, 47 storm drainage manholes, 44 sanitary sewer manholes, and 3 grease traps.

1.3 OBJECTIVE

The intent of the contract is to conduct maintenance to ensure sanitary and storm drainage systems are clean and clear up a distance of 3 feet from each manhole/catch basin and to conduct a thorough inspection of the sanitary and storm drainage systems in order to minimize future failures.

1.4 APPLICABLE DOCUMENTS

The contractor shall comply with all applicable sections of the Code of Federal Regulations and other Federal, State and local laws, codes, regulations and procedures that are applicable to the inspection and cleaning of storm and sanitary drainage systems covered under this contract by:

1.4.1 Obtaining all necessary licenses and permits;

1.4.2 Taking proper safety, health and noise reasonableness precautions to protect the work site, the workers, the public and the property of the government and others by utilizing safe products, equipment and qualified personnel to ensure the health and safety of all are in compliance with the Environmental Protection Agency (EPA) and the Occupational and Safety Hazard Administration (OSHA);

1.4.3 Ensuring all workers wear safety protection equipment required by equipment manufacturer and OSHA. Equipment shall be carefully maintained and operated with proper safety guards, devises and with discretion when near pedestrians or building residents.

1.5 PERFORMANCE REQUIREMENTS SUMMARY.

This contract includes a Performance Requirements Summary (PRS) at PWS paragraph 12.0.

The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 General Requirements

2.1.1 Security. The Contractor shall abide by all security/force protection policies in effect on the Academy campus. Security/force protection procedures on the installation may include, but are not limited to, personnel screening, installation access and identification procedures, vehicle search requirements, restricted area access, and parking restrictions. The Contractor shall be aware that security/force protection procedures may change due to changes in the local Force Protection Condition level.

2.1.2 Access. All commercial vehicles will enter and exit the Academy through the

Deshon Street gate. This gate opens at 7:00 a.m. and closes at 5:00 p.m., Monday through Friday and is closed on Federal Holidays. If access to the Academy is required at times when the Deshon Street gate is closed, the Contractor may enter through the Academy’s main gate.

2.1.3 Vehicle Operation. The Contractor shall obey all speed limits and traffic signs.

The Academy’s speed limit is 15 miles per hours unless otherwise posted. Disobeying traffic regulations may result in the loss of on-base driving privileges.

2.1.4 Parking. Contractor vehicles will be parked only in lots or areas designated by the Contracting Officer (KO) or the Contracting Officer’s Representative (COR). The COR shall also determine if it is necessary for such vehicles to be in other than designated locations, and then make the necessary arrangements for additional parking.

Contractor vehicles shall not be left on campus overnight. Any vehicle left unattended on campus shall be locked. The Government will not be liable for any lost, stolen or damaged vehicles, working materials, tools, equipment and personal items.

2.1.5 Unscheduled Interruptions. The work under this contract occurs on a military and a collegiate campus. Delays or additional response due to military, academic or athletic activities are part of the environment and cannot be considered cause for an adjustment in price. Maintenance operations are subject to unscheduled interruptions and maintenance personnel may be required to immediately leave the designated area or be denied access due to unforeseen circumstances. All uncompleted work requirements will be rescheduled at a later date.

2.1.6 Medical Emergencies and Fire Protection. In case of an emergency, dial 911.

2.1.7 Safety & Health Requirements. The Contractor shall comply with federal, state and local laws with regard to safety and health standards.

2.1.8 Hazardous Materials & Environmental Compliance.

2.1.8.1 The Contractor shall comply with all Federal, State and Local regulations and Academy policies regarding the use, evacuation, containment, storage, transportation and disposal of hazardous materials and wastes. The Contractor shall provide site specific plans to address known environmental concerns. Any plans shall be submitted to the COR seven (07) calendar days prior to the performance of any work.

2.1.8.2 Hazardous processes and hazardous materials utilized or generated in the performance of this contract shall be controlled and disposed of by the Contractor in a manner that is safe and in accordance with Federal, State and Local laws. The Contractor shall provide for clean-up of all hazardous and non-hazardous spill when they occur in, around, or as a result of Contractor’s work. Safety Data Sheet (SDS) information shall be available onsite for all products used during the course of Contractor’s work. The Contractor shall provide for the transportation and disposal off the Academy campus for all hazardous and non-hazardous waste products generated in the performance of this contract. The Contractor shall immediately notify the COR of any HAZMAT spill.

2.1.9 Use of Alcohol & Illegal Drugs. The use of illegal drugs or the consumption of alcohol is prohibited on Federal property. Violators will be prosecuted.

2.1.10 Smoking. Smoking is only authorized at the four designated locations on the campus. The COR will provide these locations.

2.2 Work Control and Management

2.2.1. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. All work shall be performed on Mondays through Fridays between 7:30 a.m. and 4:00 p.m., excluding Federal Holidays. The contractor shall schedule work with the COR at least 7 calendar days prior to starting work.

2.2.2. The contractor shall provide an emergency response telephone number to the COR and the Contracting Officer upon contract award. This number shall be available 24 hours a day, 7 days a week.

2.2.3 Site Conditions. Not all manholes and catch basins covered in this contract are located on streets with easy truck access. The contractor is responsible to determine requirements for access to ALL manholes and catch basins, and for protecting the Academy property while doing work. Access to these with heavy trucks is not possible without damage to the turf, so the contractor shall clean these basins with other means.

2.2.4 Environmental Permit Requirements: The storm drainage system at the USCG Academy drains into the Thames River and is permitted by the State of Connecticut under the General Permit for the Discharge of Storm Water from Small Municipal Separate Storm Sewer Systems issued January 20, 2016. Except for specific activities listed in the General Permit or outlined in the USCG Academy Storm Water Management Plan, no discharges are allowed through the storm drainage system. If water is required, prior to using any water the out-fall piping shall be plugged and a de-watering system set up to collect any water used for disposal in the sanitary system.

2.3 TASK ONE. Inspection and Cleaning of Storm Drainage Catch Basins The contractor shall inspect and clean 141 storm drainage catch basins (see Technical Exhibit 01). The contractor shall perform a preliminary inspection of each catch basin and document conditions found using Technical Exhibit 04. The preliminary inspection shall address the level of debris found, any obstructions to flow, and any visible damage to the structure of the catch basins. The contractor shall clean the catch basins of debris such as roots, sticks, gravel, leaves and other debris which may slow or stop flow. The contractor shall avoid washing any obstructions through the piping systems. Cleaning and inspection of the storm drainage catch basins shall be performed twice a year in mid-spring (April) and again in late autumn or early winter (November/December). The results of the preliminary inspection shall be furnished to the COR within 7 calendar days from the date of inspection. The General Permit for the Discharge of Stormwater from Small Municipal Separate Storm Sewer Systems issued by the Connecticut Department of Energy & Environmental Protection to the U. S. Coast Guard Academy requires the permittee to report the volume or mass of material removed from all catch basins. The contractor shall furnish this information within 7 calendar days from the date of cleaning catch basins.

2.4 TASK TWO. Inspection and Cleaning of Storm Drainage Manholes The contractor shall inspect and clean 47 storm drainage catch basins (see Technical Exhibit 02).

The contractor shall perform a preliminary inspection of each storm manhole and document conditions found using Technical Exhibit 05. The preliminary inspection shall address the level of debris found, any obstructions to flow, and any visible damage to the structure of the manhole.

The contractor shall clean the manholes of debris such as roots, sticks, gravel, leaves and other debris which may slow or stop flow. The contractor shall avoid washing any obstructions through the piping systems. Cleaning and inspection of the storm drainage manholes shall be performed once a year in the month of October. The results of the preliminary inspection shall be furnished to the COR within 7 calendar days from the date of inspection.

2.5 TASK THREE. Inspection and Cleaning of Sanitary Sewer Manholes The contractor shall inspect and clean 44 sanitary sewer manholes (see Technical Exhibit 03).

The contractor shall perform a preliminary inspection of each sanitary sewer manhole and document conditions found using Technical Exhibit 06. The preliminary inspection shall address the level of debris found, any obstructions to flow, and any visible damage to the structure of the manhole. The contractor shall clean the manhole of debris such as roots, sticks, gravel, grease, and other debris which may slow or stop flow. The contractor shall avoid washing any obstructions through the piping systems. Cleaning and inspection of the sanitary sewer manholes shall be performed once a year in the month of June. The results of the preliminary inspection shall be furnished to the COR within 7 calendar days from the date of inspection.

2.6 TASK FOUR. Inspection and Cleaning of Grease Traps

The contractor shall inspect and clean 3 grease traps. The contractor shall clean each unit of all grease, water, and other debris. The contractor shall perform a post cleaning inspection of each grease trap and document any structural problems. The inspection may be documented on the contractor’s service ticket or other form as the contractor determines to be appropriate. The results of the post cleaning inspection shall be furnished to the COR within 7 calendar days from the date of inspection. The 3 grease traps as detailed in the following table.

Grease Trap Description Building Location All Hands Club Grease Trap

– Automated Grease Recovery System and includes grease storage drums

Yeaton Hall Basement Mechanical Room within the CDR Merle J.

Smith Consolidated Club

Chase Hall Grease Trap – Automated Grease Recovery System with grease storage drums

Chase Hall, Annex B Galley Load Dock Area

Dry Dock Restaurant Grease Trap

Leamy Hall Dry Dock Restaurant

All grease traps shall be inspected and cleaned on a 3-month cycle during the months of November, February, May, and August.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this PWS. Contractor personnel shall be licensed by the State in which the work is being performed.

The Contractor shall provide a copy of license(s) upon request of the COR or the Contracting Officer.

3.2 Employee Identification

Contractor employees visiting Government facilities shall wear an identification badge or uniform shirt that, at a minimum, displays the Contractor name. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent.

3.3 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States Coast Guard or the Department of Homeland Security (DHS). The contractor shall ensure their employees understand and abide by DHS established rules, regulations and policies concerning safety, security and authorized smoking areas.

3.4 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

4.1 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 January 1, 2024, through December 31, 2024 Option Period One January 1, 2025, through December 31, 2025 Option Period Two January 1, 2026, through December 31, 2026 Option Period Three January 1, 2027, through December 31, 2027 Option Period Four January 1, 2028, through December 31, 2028

4.2 PLACE OF PERFORMANCE

The primary place of performance will be the United States Coast Guard Academy, 15 Mohegan Avenue, New London, Connecticut.

4.3 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 7:30 a.m. and 4:00 p.m. EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

4.4 TRAVEL

Contractor travel shall not be required for this requirement.

4.5 PROGRESS MEETINGS

The contractor shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information, and resolve emergent technical problems and issues.

These meetings shall take place at the Coast Guard Academy, 15 Mohegan Ave., New London, CT.

5.0 GOVERNMENT TERMS & DEFINITIONS

5.1 CDR – Contract Discrepancy Report

5.2 COR – Contracting Officer’s Representative

5.3 DHS − Department of Homeland Security

5.4 HAZMAT – Hazardous Material

5.5 KO – Contracting Officer

5.6 OSHA – Occupational Safety and Health Administration

5.7 PRS – Performance Requirement Summary

5.8 PWS – Performance Work Statement

5.9 QC – Quality Control

5.10 QCP – Quality Control Plan

5.11 RFQ – Request for Quotation

5.12 SDS – Safety Data Sheet

6.0 GOVERNMENT FURNISHED RESOURCES

6.1 Utilities. The Government will make available at no cost to the Contractor water and electricity, pending the determination of availability at each location. Any connections to these utilities are the responsibility of the Contractor. The Contractor shall instruct employees in utilities conservation practices. Electrical components and all other government furnished utilities shall be used in accordance with OSHA standard requirements as well as the applicable federal, state and local laws.

6.2 Modifications will address whether Government Furnish Items are being provided.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in PWS paragraph 6.0.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

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

8.2 The COR will have 10 business days to review deliverables and make comments. The Contractor shall have 10 business days to make corrections and redeliver.

9.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this PWS.

ITEM PWS

REFERENCE

DELIVERABLE /

EVENT DUE BY

DISTRIBUTION

1 2.1.1.1 Environmental Compliance Site Specific Plan

As needed 7 calendar days prior to performance of work

COR

3 2.2.2 Emergency Response Telephone Number

Upon award of contract

KO, COR

4 2.3

Preliminary Inspection Report of Storm Draining Catch Basin

7 calendar days from date of inspection

COR

5 2.3 Volume or Moss of Materials Removed from Catch Basins

7 calendar days from date of catch basins cleaning

COR

6 2.4

Preliminary Inspection Report of Storm Drainage Manholes

7 calendar days from date of inspection

COR

7 2.5

Preliminary Inspection Report of Sanitary Sewer Manholes

7 calendar days from date of inspection

COR

8 2.6 Contractor’s Report of Grease Traps

7 calendar days from date of inspection

COR

ITEM PWS

REFERENCE

DELIVERABLE /

EVENT DUE BY

DISTRIBUTION

9 10.0 Contractor’s Quality Control Plan

Within 7 calendar days after contract award

COR

10.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

10.1. Contractor QC Plan (QCP): The Contractor shall develop, submit within one week after contract award, and maintain a QCP delineating the contractor’s QC program/inspection system to monitor and control their performance of services, as required in accordance with Section 9.0, Deliverables, herein.

10.2. The QC program/inspection system shall encompass all functions of the contract. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS herein and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's management shall keep the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections/service and shall indicate the nature, frequency and number of observations made the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

10.3. QC Program/Inspection System shall include, but is not limited to, the following:

I. Introduction to the Quality Control System.

A. Background and Rationale for the System B. Objectives in using Quality Control C. Successes with and updates for the System II. Preventive, Emergency Maintenance, and Inspection/Testing Services Quality Control Process

A. Steps & Flow Diagram B. Inspection Procedure

C. Means of Identifying and Resolving Problems D. Roles and Responsibilities III. Specific Quality Control Functions

A. Performance schedule (covering all the service requirements of this contract, Scheduling, Submissions in Completion Reports, Availability of Supervisor/Alternate)

1. Work Control

2. The type of equipment and products to be used.

B. Ordering, receipt, storage & retrieval of products, supplies and equipment.

C. Sanitation & maintenance of the mechanical rooms

D. Maintenance/Equipment Compliance w/OSHA E. Labor Practices (hiring, retention & rewards, and substitutions)

F. Waste Management (including recycling) G. Security & Safety Compliance w/OSHA

H. Government Access to Contractor records and drawings.

IV. Contingencies A. Routine or Emergency Situations

B. Procedures to be used.

C. Obtaining additional employees.

D. Strike Contingency Plan

11.0. QUALITY ASSURANCE REQUIREMENTS

11.1. Fundamental Government Responsibilities. The COR is responsible for representing the Contracting Officer for all facets of the requested services quality. The COR will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept on behalf of the Contracting Officer. The specific COR functions are identified below.

11.2. General Quality Assurance Functions. To facilitate the surveillance of the contractor's quality program by the Government, the COR will verify contractor compliance with designated performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor's QCP regularly for compliance with the requirements herein.

11.3. Specific Quality Assurance Functions. The COR shall establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COR shall perform the following Quality and Evaluative functions that comprise the Government Quality Assurance Surveillance Plan (QASP):

11.3.1 Carry out periodic inspections using the Quality Checklists.

11.3.2 Report findings resulting from these inspections to the Contractor/Contracting Officer.

11.3.3 If discrepancies are discovered as a result of the periodic inspections, or any other means, use Contract Discrepancy Report (CDR) to communicate them to the Contractor and follow up to ensure nonconformance are corrected.

11.3.4 The COR shall meet with the contractor as agreed to or as often as necessary. The Contractor and COR shall sign the written minutes of these meetings, prepared by the COR. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non- concurrence in writing to the COR within 5 calendar days of receipt of the signed minutes.

11.3.5 Follow up to ensure customer surveys are conducted properly and Contractor responds fully to concerns.

11.3.6 Review changes as well as initial and annual equipment inventories.

11.3.7 Take appropriate actions based on Health, Safety, Environmental and any other inspection results.