3a. Tree IDIQ PWS Final 23Mar23.pdf

Solicitation No. FA520923Q0015

Attachment 1

PERFORMANCE WORK STATEMENT

FOR

TREE REMOVAL AND TRIMMING

AT

YOKOTA AIR BASE AND GEOGRAPHICALLY

SEPARATED UNITS,

JAPAN

23 Mar 2023

YOKOTA AIR BASE, JAPAN

PERFORMANCE WORK STATEMENT FOR

TREE REMOVAL AND TRIMMING AT YOKOTA AIR BASE AND

GEOGRAPHICALLY SEPARATED UNITS, JAPAN

1. DESCRIPTION OF SERVICES. The Contractor shall provide all material, labor, equipment, vehicles, tools, supervision, and transportation necessary to provide services at Yokota Air Base and Geographically

Separated Units in Japan for the purpose of tree trimming and removal on an as needed basis in accordance with

Japanese Environmental Governing Standards (JEGS) and local commercial practices. The Contractor shall accomplish all services in the following locations to meet the requirements of this Performance Work Statement

(PWS) at Yokota Air Base (YAB), Tama Service Annex (TAMA), Tokorozawa Transmitter Site (TKZ), Owada

Communication Station (OWD), Momote Annex (MOMOTE).

1.1. Basic Service. The basic services consist of, but are not limited to, trimming and removal of trees, ground clearing/repair and bush removal at YAB and Geographically Separated Units in Japan. Trees tasked for removal shall be cut to the ground and all debris will be disposed of in accordance with all applicable waste disposal standards. The remaining exposed tree stumps and roots will be ground down as stated in sections 1.1.2.

Soil and grass seeding or sodding after tree removal shall be included as stated in 1.1.4. Tree trimming will be accomplished as described in section 1.1.7. All work will be accomplished in accordance with the requirement of this PWS.

1.1.1. Tree Sizes. Trees identified for trimming or removal shall be considered, based on trunk circumference, within the following categories: small, medium, large, Extra Large and Super Large. Trunk circumference will be measured four (4) feet (1.2 meters) from the ground. If the tree has multiple trunks, each trunk will be measured and 70% of the total circumference of each trunk will be added to equal one tree. Super Large (SL) trees will be priced under NPI as described in section 1.1.11.

Tree Sizes

Small (S) (21~89cm circumference)

Medium (M) (90~179cm circumference)

Large (L) (180cm~239cm circumference)

Extra Large (EL) (240cm~299cm circumference)

Super Large (SL) (300cm and higher)

1.1.2. Tree Cutting and Removal. The Contractor shall cut down trees that have been directed in each task order and identified during the joint survey by the Contracting Officer Representative (COR). The trees will be cut to ground level.

1.1.2.1. Tree Stump and Root Removal. If required on the task order and directed by the COR, the Contractor shall remove the tree stump and grind the exposed stump and roots to twenty (20) centimeters or eight (8) inches below ground level.

1.1.3. Grounds Vegetation Clearance. The Contractor will remove all vegetation, weeds, bamboo, vines and sapling trees (20 centimeters or less in circumference) as directed by the COR. Clearance area will be measured in square meters.

1.1.4. Miscellaneous Support Services. The contractor shall provide manpower for miscellaneous activities in support of tree trimming and removal work. The Government will issue the task order for the quantity by man-hour, based on the unit price. This service includes, but not limited to remove obstacles in the way of completion of service and miscellaneous activity in support of the work requirement.

1.1.5. Repair Grounds. The Contractor will repair grounds and backfill holes with top soil after the removal of each tree and place grass by sodding the area as directed by the COR. The sodding and soil shall match the existing ground level. Sodding operations will resume April 1st until October 31. From November 1st until

March 31st sodding will not take place unless specifically directed by the COR.

1.1.6. Grass Watering and Sod Commercial Warranty. The Contractor will provide periodic watering for up to four (4) weeks after sodding to promote the growth of new grass based on manufacturers and/or product recommendations. The contractor will also provide a commercial warranty for sodding and replace grass if it does not survive thirty (30) days after placement.

1.1.7. Tree Trimming. The Contractor will be responsible for trimming trees as directed by the COR in accordance with tree sizing specified in section 1.1.1. Trees shall be trimmed to remove 40% to 50% of branches in accordance with commercial practices to include applying tree wound dressing or prune paint.

Diseased and dead tree branches shall be removed. If a tree branch poses a health or safety risk to personnel it shall also be removed.

1.1.8. Bush Removal. The Contractor shall remove bush as identified by the COR on each task order. The bush shall be completely removed, flush to the ground with no trunks or roots exposed. Bush shall be measured by square meter and identified by type (isolated or group) and height (over six (6) feet and under six (6) feet).

“Isolated”, which bush is categorized as same style as planting one single bush or small tree, for instance, “TAMAMONO” in Japanese. “Group”, which bushes are categorized as same style as group planting, for instance “YOSEUE and IKEGAKI” in Japanese.

1.1.9. Disposal of Green Waste. The Contractor shall remove all debris and green waste at each work site within 5 working days after tree removal/trimming services or the schedule of each task order. At the Tama

Service Annex, the trees may be mulched or cut into 1.2 m ~ 1.5 m lengths, (X cm ≦ 10 cm dia.) on site and dispersed in the local area as approved by the COR. The Contractor is responsible for recycling of green waste to the maximum extent possible. The Contractor shall transport green waste to local facilities in accordance with commercial practices and applicable local law. The U.S. Government, as a generator of the wastes, bears the liability for keeping track of the disposal process from transportation to final disposal. For this reason, the

Contractor will submit to the COR all documentation to facilitate tracking of the waste being disposed (weight tickets, receiving reports and other documents issued by authorized disposal facility). In addition, the Disposal and Recycling Data Sheet (Appendix B) and certificate of recycle/waste disposal receipt(s) shall be submitted to

Environmental Section (374 CES/CEIE) through the COR. No debris or green waste such as tree branches, logs, and stumps are to be given to local residents or base personnel without COR approval.

1.1.10. Crane Truck Support. The contractor will provide a crane truck to support tree removal operations as directed by the COR.

1.1.11. Non-Priced Items. The Government may require the provision of non-priced items (NPI) particularly described in task orders for supplies and services which are required to complete the basic intent and general scope of the contract work. NPI shall be firm fixed price for the proposed work. The Contractor shall base the proposal of NPI, by one of the following methods: submitting (1) the direct cost estimates (for material, labor and equipment); (2) published catalog prices; or (3) at least two written price quotes from subcontractors/ suppliers, with any applicable overhead and profit. The Contractor shall provide the basis to substantiate the proposed NPI.

1.1.11.1. The Contracting Officer (CO) shall determine if the proposed NPI will be negotiated. Upon completion of the negotiations, NPI for the work as well as unit price items for project completion will be noted in each task order. No further adjustments to NPI shall be made upon order issuance. The contractor shall perform NPI at the negotiated price.

2. SPECIAL REQUIREMENTS.

2.1. Joint Site Survey. The Contractor shall conduct a joint site survey with the COR and 374 CONS/PKBC, at no additional cost to the Government. The COR will issue or verbally inform a notice of joint site survey to the

Contractor at least three (3) working days prior to the Government-proposed survey date, unless a shorter period of time is agreed to by the Contractor. A joint site survey will then be conducted to determine the scope of required work in terms of each applicable contract line item and quantity.

3. GENERAL INFORMATION.

3.1. Contract Management. All contract management personnel must meet the requirements in paragraph

3.1.1 below. Replacement for contract management personnel must possess qualifications equal to or exceeding the qualifications the requirements in paragraph 3.1.1.

3.1.1. Project Manager. The Contractor is required to have a Project Manager (PM) to supervise and authorize work. The PM will be empowered to act fully on behalf of the Contractor for all matters relating to this contract, and be on site during tree removal operations. The PM is required to have the following license: Class 2, Landscape Management Technician, certified by the Ministry of Land, Infrastructure and Transport (2 級造園施

行管理技術者、国土交通省). The PM shall serve as the main point of contact with the Government and shall conduct overall management coordination with the Government. In addition, the PM must have knowledge of tree removal services and green waste management.

3.1.2. The PM shall be designated in writing within five (5) calendar days after notice of award and upon change of personnel. The PM shall be able to communicate and write in English or provide a translator. The

PM shall be physically present and available during normal duty hours within two (2) hours, or within twenty-four (24) hours after normal duty hours, to meet on the installation with the COR or the CO.

3.2. Contractor Employees. The Contractor shall not employ people for work on this contract, if identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.2.3. The Contractors personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and the employee's name. The Contractor shall adhere to all base safety and traffic regulations and policies.

3.3. Quality Control. The Contractor shall develop and maintain a quality program to ensure tree removal services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in section 6, Services Summary.

3.3.1. Quality Assurance. The Government will conduct inspections to evaluate the Contractor’s performance by appointing a COR to monitor performance and ensure requirements for this contract are met. The Government may inspect during or after the performance of each task. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The CO or COR will use the Contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO with a Contract Discrepancy Report for issuance to the Contractor. The Contractor shall respond to the report in accordance with the instructions provided and return it to the CO within ten (10) calendar days of receipt.

3.4. Performance Assessment. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the COR. Failing to meet the performance threshold as outlined in the Services

Summary for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO. Failing to meet the performance threshold as outlined in the Services Summary in any combination of any two, or more consecutive or non-consecutive months during a contract period shall require an immediate Progress Meeting with the Government. All remedies shall be in accordance with FAR

52.212-4 (a), Contract Terms and Conditions - Commercial Products and Commercial Services, Inspection/Acceptance. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints.

3.5. Reserved.

3.6. Safety. The Contractor shall be responsible for ensuring that all work performed under this PWS is accomplished in a safe and proper manner in accordance with applicable Japanese Laws. This includes marking and blocking-off any unsafe areas during tree removal operations.

3.7. Security Requirements. Only Contractor employees authorized by the proper authority maybe granted access to the site. The Contractor shall ensure all employees comply with all security requirements imposed by the installation commander at all times, and shall follow all instructions of the organizational commander having jurisdiction over the area being serviced in all matters pertaining to security.

3.8. Government Remedies. FAR 52.212-4, Contract Terms and Conditions- Commercial Products and

Commercial Services will be followed in the event that the Contractor fails to perform satisfactory services or fails to correct non-conforming services.

3.9. Damage. The Contractor shall exercise care not to damage any vehicles, facilities or grounds in the work area. Any damages determined to have been caused by the Contractor shall be repaired by the

Contractor at no expense to the Government. The Contractor shall be responsible for verification of the job site and the existing condition of the grounds.

3.10. Base Passes. All employees of the Contractor will be issued base passes (identification cards) which shall be carried by the individual bearers at all times while on United States Government premises.The

Contractor shall submit written requests for issuance of base passes to the COR. The Contractor shall be responsible for all base passes issued to their employees by the Japanese Pass Section at YAB. Upon termination of employment or completion of the contract, the Contractor shall turn in all issued passes to the Japanese Pass Section at YAB.

3.11. Reserved.

3.12. Performance and Coordination at Geographically Separated Units (GSU). The Contractor shall coordinate with the COR and the site manager/the facility manager to schedule and perform the required service at GSU’s (i.e. Tama, Tokorozawa, Owada, and Momote). The site manager will take all necessary safety precautions to allow the Contractor to perform all service on Government premises. On each working day, the contractor will notify the COR or the site manager/facility manager that the area is clear after completion of services before leaving the site.

3.13. Excavation Permit. The Contractor shall notify the COR, thirty (30) calendar days in advance, if digging is required more than ten (10) centimeters below surface level. A digging permit or AF Form 103

(Work Clearance Request) (Appendix C) will need to be generated by the Contractor for work approval.

The proper and complete routing of the AF Form 103 is necessary to pre-identify underground utility lines.

3.14. Road Closures. In the event that a road closure is required, the Contractor will process the AF Form

103 for road closure approval thirty (30) calendar days in advance. The Contractor will provide the COR a traffic flow plan. The Contractor will provide at least one (1) flag person when two-way traffic is reduced to a single lane.

3.15. Electrical Outages. In the event the Contractor requires power lines to de-energized, the Contractor will notify the COR or CO thirty (30) calendar days in advance with the dates and times for the power outage. The contractor will then coordinate and schedule the power outage by AF Form 103 request.

3.16. Materials: Descriptive data of all contractor-furnished materials/parts/chemicals to be used under this contract shall be submitted for approval using the AF Form 3000 (Material Submittal). The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, or certificate of compliance to demonstrate equal or better quality of the original or genuine parts. Safety Data Sheets (SDS) in both English and

Japanese shall be attached to the AF Form 3000 for any chemicals and hazardous materials (HAZMAT) used to include paint, adhesive, cleaner and compressed gas (Reference AFI 91-302 and OSHA requirements). If the

HAZMAT is suspected to contain lead or asbestos, a certificate from the manufacturer will be provided to prove that the HAZMAT is free of asbestos/lead. The Contractor will use non-hazardous chemicals when available. All excess materials and empty containers are the responsibility of the contractor and shall be removed at the end of the contract.

4. HOURS OF OPERATIONS.

4.1. Normal Performance Hours. The Contractor shall perform the required work from 0730 until sunset, Monday through Saturday, excluding U.S. recognized holidays, but including Japanese legal holidays.

4.2. Performance During Inclement Weather. The Contractor bears full responsibility for all personnel and equipment while performing work under increment weather conditions.

4.3. Holidays. The Contractor is not required to provide service on the following days:

New Year’s Day 1 January

Martin Luther King Jr’s Birthday 3rd Monday of January

Washington’s Birthday 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth National Independence Day 19 June

Independence Day 4 July

Columbus Day 2nd Monday of October

Labor Day 1st Monday of September

Veteran’s Day 11 November

Thanksgiving Day 4th Thursday of November

Christmas Day 25 December

Note: Any U.S. legal holiday that falls on Saturday will be observed on the previous Friday. If it falls on Sunday, it will be observed the following Monday.

4.4. Hours of Operation Other Than Normal. There may be situations that require the Contractor to work other than normal hours. If the Contractor access to a work area conflicts with a military mission requirement, the Contractor will reschedule the work to minimize any disruption. Such scheduling may require work to be accomplished at times other than normal duty hours and dates.

4.5. Access to Restricted Sites. The Contractor shall contact the COR prior to work around restricted areas that require access. The Contractor will notify the COR that the area is clear after completion of duties.

4.6. Performance Period. A performance period is a period of time to complete individual project(s) assigned by each Task Order. Each performance period includes the time for Contractor material procurement, mobilization, necessary submittals, quality control, on-site work, etc., to complete each project within the required performance period. Each performance period will be negotiated during the joint site survey. A typical performance period should be five (5) days to ninety (90) days.

4.7. Work Schedule and Notification. The contractor shall establish a work schedule and submit it to the

COR within seven (7) calendar days after issuance of Task Order(s). This schedule shall describe what type of service is being performed; number of trees, size, location, and desired day and time of work. If the work is within 100 feet of a facility or military family housing unit, the contractor will provide timely notification to facility users of work schedules via flyer or letter. Example: Tree removal scheduled for Airlift Ave will be conducted on Monday, Feb 29, 2018 from 0800hrs to 1600hrs.

5. GOVERNMENT FURNISHED SERVICES.

5.1. Government-Furnished Utilities. For the performance of this requirement, the Government will provide water, electricity, and sewage at facilities necessary for accomplishment of work in accordance with this contract.

5.1.1. Conservation of Utilities. The Contractor shall use good judgment in the conservation of Government utilities. Prevailing energy conservation practices shall be adhered to and enforced by the Contractor who will instruct employees on utilities conservation practices. The Contractor shall be responsible for effective use of utilities provided in section 5.1.

5.2. Government-Furnished Services. The Government will also provide, for emergency purposes only, the following services by dialing DSN: 911 or Commercial No. 042-507-6560:

Security Police: Telephone 911 or 225-7227 or Commercial No. 042-507-6560

Fire Protection: Telephone 911 or Commercial No. 042-507-6560

Hospital Emergency on a reimbursable basis: Telephone 911 or Commercial No. 042-507-6560

5.2.1. The Contract Manager shall immediately report to the COR when a Contractor uses one of the services in section 5.2. Within two (2) calendar days, the PM shall submit a written report to the CO with details surrounding the use of any services in section 5.2.

6. SERVICES SUMMARY.

SS Number and

Performance Objective

PWS

Paragraph Performance Threshold

Method of

Assessment

SS# 1.

Perform tree, stump, bush, and grounds clearance removal as specified in the

PWS.

Para. 1.1, 1.1.1., 1.1.2., 1.1.3., 1.1.4., 1.1.8., 1.1.10., 1.1.11

Three (3) defects per month, with 3 days to correct

Periodic inspection

(Monthly and/or as required)

SS# 2.

Perform soil and sodding as specified in the PWS

Para 1.1.4, 1.1.5., 1.1.6.

month, with 3 days to correct

Periodic inspection required)

SS# 3.

Dispose of green waste off base in compliance with the local law and provide disposal documentation.

Para 1.1.9.

month, with 3 days to correct

Periodic inspection

(Monthly and/or as required)

SS# 4.

Provide tree trimming in accordance with the PWS

Para 1.1.7.

month, with 3 days to correct

Periodic inspection required)

7. APPENDICIES.

A. Estimated Workload Data

B. Disposal and Recycling Data Sheet

C. AF FORM 103