Attachment 0002_Amend 0001_PWS.pdf

Attachment 0002 Amendment 0001

Performance Work Statement Grounds Maintenance and Landscaping Services

Western Federal Lands Highway Division

1 GENERAL

1.1 SCOPE OF WORK

1.1.1 The contractor shall provide all personnel, equipment, supplies, disposal, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Grounds Maintenance and Landscaping Services at the Western Federal Lands Highway Division (WFLHD) located at 610 E 5th Street, Vancouver, Clark County, WA as defined in this Performance Work Statement, except for those items specified as government-furnished property and services. The contractor shall perform to the standards in this task order.

1.1.2 The facilities provide office space that supports WFLHD operations throughout the Northwest United States. The landscape around the facility includes lawns, plants, bushes, shrubs, and trees. An irrigation system provides seasonal water to the facility landscape.

Planters adjacent to the building’s main entrance provide an area for seasonal color plantings. Sidewalks adjacent to landscape areas provide access around the building.

Graveled parking and equipment areas on the north and east sides of the facility require periodic weed control and leaf/debris pickup.

1.1.3 The Contractor must schedule and perform all of the work listed in the Appendices as described in Section 3.1, plus other related services designated herein. The standards defined and the frequencies listed herein are minimum standards and frequencies that must be maintained.

1.2 PERSONNEL

1.2.1 Project/Program Manager. The Contractor must provide a Project Manager, who must be responsible for the performance of the work. The name of this person and any alternate(s) who must act for the Contractor when the manager is absent must be designated in writing to the Contracting Officer (CO) prior to the contract start date. The Project Manager must not rely on the Contracting Officer’s Representative (COR) to remind him/her of reports, schedules, etc. that are due.

1.2.1.1 The Project/Program Manager or alternate must have full authority to act for the Contractor on all contract matters relating to the daily operation of this contract.

1.2.1.2 The Contract Manager or alternate must be available during normal WFLHD duty hours (7:30 am – 3:30 pm PT) within four (4) hours to meet with Government personnel designated by the CO to discuss situations involving, but not limited to, safety violations and contractor on-the-job injuries. After normal duty hours, the Manager, or designated alternate, must be available and responsive via video chat, in-person, or telephone within a four-hour time frame

1.2.2 Employees. The Government reserves the right to restrict the employment of any

Contractor employee, or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, and general wellbeing, or operational mission of the installation and its population.

1.2.2.1 Contractor personnel must present a neat appearance and be easily recognized. This must be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name.

1.2.2.2 The Contractor must not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

1.2.2.3 The Contractor and his employees must be subject to all rules and regulations relative to entering and leaving the facility.

1.2.2.4 Safety. Contractor employees must report emergencies to the COR as soon as practical and safe to do so. Emergencies include but are not limited to, fire, personnel injury requiring first aid or medical treatment, water/gas/chemical leaks, building damage, etc.

1.2.2.5 Training. The Contractor is responsible for training all individuals as they are hired on the correct procedures accepted by the landscape/grounds maintenance profession as written in professional publications, periodicals, trade magazines, etc.

1.3 SUSTAINABILITY AND ENERGY/WATER-SAVING. WFLHD has implemented several sustainable practices and processes throughout its facilities. The Contractor in its role as the WFLHD janitorial supplies and services provider can have a substantial impact on the level of sustainability and energy/water usage experienced at WFLHD. Following is listed the minimum level of participation by the Contractor with sustainability and energy/water-saving practices for work performed at WFLHD:

1.3.1 Use Department of Agriculture (USDA) bio-based products, where feasible and available. The USDA bio-based preferred product catalog can be accessed at http://www.catalog.biopreferred.gov/bioPreferredCatalog/faces/jsp/catalogResults.jsp.

1.3.2 Use Environmental Protection Agency (EPA) Greener Products where available and feasible.

Access the Greener Products portal at http://www.epa.gov/greenerproducts.

1.3.3 Return waste organic material to a composting facility.

1.3.4 Set irrigation schedules to minimize the amount of water used for landscape.

1.3.5 Promptly repair irrigation system leaks

1.3.6 Adjust irrigation system water delivery to prevent waste of water

1.3.7 If already owned or available, use alternate fueled or electric equipment.

1.3.8 Provide a yearly report that lists sustainable activities and products used to support WFLHD landscape work. Include the amount of material sent to composting by volume of raw material. The report shall be provided no later than January 15th of each year.

1.4 QUALITY CONTROL/QUALITY ASSURANCE (QC/QA). The Contractor shall develop, implement, and maintain a complete QC/QA program in accordance with Section C of the contract and submit a draft version with its RFQ response and a final version within fifteen (15) days after contract award. The QCP is a “fluid” document, subject to change, and an updated copy must be provided to the CO and COR as changes occur.

1.4.1 The QCP must include, at a minimum:

1.4.1.1 A work scheduling system based on the services indicated in the Appendices for performing the work to meet the requirements as stated in the Appendices. The schedule must show by building and area, the day and times when tasks will be accomplished. The Contractor must comply with the submitted schedules as approved by the CO or designated individual.

1.4.1.2 An inspection system covering all the services listed in the Appendices. It must specify the areas to be inspected on both a scheduled or unscheduled basis, how often inspections will be accomplished, and the title of the individual(s) who will perform the inspection.

1.4.1.3 The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable.

1.4.1.4 Step-by-step procedures for proper cleaning of restrooms and shower rooms to prevent the spread of infectious and contagious diseases must be documented.

1.4.1.5 Correct floor care procedures for floor maintenance and carpet maintenance performed by personnel.

1.4.2 Inspection Reports. Records of all inspections conducted by the Contractor and necessary corrective action to be taken must be provided to the COR within two (2) business days of completion of the inspection.

1.5 PHYSICAL SECURITY

1.5.1 Contractor employees may access the WFLHD building to use restroom facilities or upon invitation of the CO or COR. In either case, the contractor employees shall utilize the main SW entrance and obtain a visitor badge before entering the building.

1.5.1.1 Issuance of a visitor badge requires presentation of a Government-issued photo ID, being logged in on the WFLHD visitor’s log, and wearing a temporary visitor pass at all times when in the building.

1.5.1.2 Visitor badges shall be returned and departure must be through the main SW entrance

1.5.2 The Contractor must be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials must be secured.

1.6 WORK SCHEDULE

The Contractor, not the Government, is responsible for scheduling landscape activities. The contractor shall provide a draft schedule of landscape activities with their task order proposal.

The draft schedule shall identify anticipated landscape activities and the time frame for activity performance.

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1.7 LOST AND FOUND PROPERTY. It is the responsibility of the Contractor to ensure that all items of possible personal or monetary value found by the Contractor's employees are turned in to the COR.

1.8 SAFETY

1.8.1 The Contractor is responsible for instructing their employees on appropriate safety measures and informing them of their obligation to obey existing regulations.

1.8.2 The Contractor shall develop, implement, and maintain a safety program for its landscape employees. The safety program shall, at the minimum, accomplish the following:

1.8.2.1 Provide applicable safety training to landscape employees

1.8.2.2 Provide a safety inspection program for landscape tools and equipment

1.8.2.3 Provide personal protective equipment, including protective footwear, to landscape employees.

1.8.2.4 Provide its employees with directions on how to respond to a safety incident, including but not limited to injuries, spill or misuse of chemicals, and reporting of near misses

1.8.3 The contractor shall notify the COR of any injuries, accidents, or safety incidents that occur while its employees are working at WFLHD within two (2) days of the event. The contractor shall include a proposed resolution to prevent the recurrence of the event with the COR notification.

1.9 DISCREPANCY IN WORK STATEMENT

Any discrepancy in the PWS identified by the contractor shall be brought to the immediate attention of the CO. The contractor shall report the discrepancy to the CO in writing and reference the applicable section of the statement of work believed to be in error. The CO shall determine the action to be taken related to a reported discrepancy.

1.10 DELIVERABLES SCHEDULE. The Contractor shall provide the following deliverables:

DELIVERABLE REF FREQUENCY DUE DATE FORMAT

SUBMIT

TO

Sustainable Activities and Products

1.3.8 Annually Jan 15th Elect PDF COR

Quality Control Plan (draft) 1.4 N/A With quote Elect PDF CO

Quality Control Plan (final) 1.4 N/A 15 days after Gov’t comments Elect PDF CO/COR

Quality Control Plan (revised) 1.4 As necessary N/A Elect PDF CO/COR

Quality Inspection Reports 1.4.2 As necessary 2 days after an inspection Elect PDF COR

Irrigation System Preventative Maintenance Schedule

3.2.22 N/A

10 days after the contract award

Elect PDF COR

Irrigation System Preventative Maintenance Report

3.2.22 As scheduled

3 days after completion of PM Elect PDF COR

2 DEFINITIONS

2.1 TERMINOLOGY

2.1.1 Acceptable Quality Level (AQL). The number of defects, the maximum percentage of defective work, or the maximum number of defects per hundred units that will be allowed before work is considered unsatisfactory. AQL does not imply that the contractor may knowingly perform in an unsatisfactory way, but that the Government recognizes that unsatisfactory performance might occur unintentionally. When unsatisfactory performance does not exceed the AQL, the service will not be subject to payment reduction by the Government. The contractor, however, must perform all unsatisfactory work again unless excused by the COR.

2.1.2 Area. An area is a space to receive services.

2.1.3 Contracting Officer (CO). The appointed Government employee with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

2.1.4 Contracting Officer Representative (COR). The Government personnel designated by the Contracting Officer to provide support to the Contract. Such appointment must be in writing and must state the scope of authority and limitations. This individual may have authority to provide technical direction to the Contractor as long as that direction is within the scope of the Contract, does not constitute a change, and has no funding implications.

This individual does NOT have authority to change the terms and conditions of the Contract.

2.1.5 Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor must ensure that their subcontractors comply with the provisions of this Contract.

2.1.6 Contractor Representative. A Contractor foreman, superintendent, or manager that is responsible for the performance of the work.

2.1.7 Contract Discrepancy Report (CDR). A report issued by the CO to the Contractor when performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, why performance is unsatisfactory, how performance will be returned to satisfactory levels, and how reoccurrence of the problem will be prevented in the future.

2.1.8 Debris. Debris includes, but is not limited to, paper, cans, bottles, limbs, pine straw, pine cones, leaves, rocks, and other similar items.

2.1.9 Deliverable. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.10 Diameter at Breast Height (DBH). Diameter at Breast Height, as measured 4.5 feet above ground level.

2.1.11 Environmental Protection Agency (EPA). The Federal agency delegated with authority to enforce the Federal laws which are concerned with pollution of the environment.

2.1.12 Eradicate. Completely remove by chemical, mechanical, or other means.

2.1.13 Performance Requirements Summary (PRS). A listing of the performance requirements under the contract that are to be evaluated by the Government regularly, performance indicators for these requirements, performance standards for these requirements, and surveillance methods to be used to determine if performance standards are met.

2.1.14 Pest Free. No known pest is present in the plant. If a pest is known to be present it shall be controllable and recoverable without permanent damage to the plant.

2.1.15 Performance Standard. The Contractor's performance level required by the Government.

2.1.16 Quality Assurance (QA). A program implemented by the Government to provide some measure and control over the quality of services received. It is emphasized that the Government's quality assurance surveillance program is not a substitute for the quality control program implemented and administered by the Contractor.

2.1.17 Quality Assurance Evaluator (QAE). The Government employee who is responsible for the daily monitoring of Contractor performance.

2.1.18 Quality Control (QC). A method used by the Contractor to control the quality of goods and/or services provided.

2.1.19 Scalp. Cut grass to a level that exposes non-green grass blades.

2.1.20 Standard. Criterion against which the performance objective is measured.

2.1.21 Unsatisfactory Performance. A service output that does not meet the standard of performance associated with contract requirements.

3 TASK DESCRIPTIONS

3.1 GROUNDS MAINTENANCE and LANDSCAPING AREAS

Areas, where the Contractor is responsible for performing grounds maintenance and landscaping work, are described below.

3.1.1 East Fenced Area. This area is located immediately east of the Mule Barn building. The area includes a fenced gravel parking lot with gated access and a row of shrubbery located immediately next to the east parking lot fence.

3.1.2 Building Front Area. This area is located immediately south of the WFLHD buildings.

The area is bounded on its south and east edges by public access roads and its west edge by the first entrance into the WFLHD parking lot. The area includes lawns, shrubs, trees, and planting areas. The WFLHD irrigation system provides water to landscape features in this area.

3.1.3 Building West Area. This area is located west of the WFLHD buildings. The area is bounded on the south by a public access road, on the west by a fence on the Interstate 5 right-of-way, and on the north by a fence adjacent to the WFLHD parking lot. Located within the parking lot area is a small island containing shrubs and trees and a planting area containing rose bushes and a small shrub.

3.1.4 Building North Area. This area is located north of the WFLHD buildings. The area is bounded on the north by a chain-link fence. The area is primarily parking for WFLHD vehicles with a smaller portion of the area used to provide footprint space for facility equipment. Approximately 1/2 of the area is covered with asphalt with the other half covered by gravel. There is a small grass area on the northwest corner of the area. The grass area is serviced by the WFLHD lawn irrigation system.

3.2 GROUNDS MAINTENANCE and LANDSCAPING TASKS

3.2.1 Provide and plant decorative flowers and plants to fill the planting area in the entryway planters located on each side of the main building entrance walkway. Plants shall be maintained healthy and provide color in fall, spring, and summer. Inform the COR before planting new or replacement plants. Planter irrigation shall not overspray onto entrance walkway areas.

3.2.2 Remove dead, diseased, broken, and crossed branches. Clearance under branches shall be at least 114” for limbs over parking areas and at least 80” for limbs over walkways.

3.2.3 Apply fertilizers, pesticides, and/or herbicides as required.

3.2.4 Prune trees, shrubs, vines, and ornamental grasses to promote healthy growth and structure.

3.2.5 Remove and dispose of leaves, branches, lawn clipping/edgings, and debris.

3.2.6 Notify COR of unhealthy trees, lawn, groundcover, shrubs, vines, and ornamental grasses and propose a program to mitigate further damage to it and surrounding plants and trees.

3.2.7 Replace trees, lawns, groundcover, shrubs, vines, or ornamental grasses that die due to contractor mismanagement or damage caused by its workers with “like for like” materials.

3.2.8 Trim shrubs, vines, and ornamental grasses to keep them from extending into walking areas, climbing up building walls, and extending through fences.

3.2.9 Trim shrubs in hedges to maintain a uniform width and height the full length of the hedge.

3.2.10 Trim ground cover back from sidewalks, curbs, and paved areas.

3.2.11 Mow lawns to present a neat appearance with uniform grass height. Lawn height shall not exceed 4” at any time.

3.2.12 Lawns shall be mowed to prevent “scalping” any lawn area.

3.2.13 Utilize mulching-style mowers that return grass clippings to the lawn.

3.2.14 Edge lawn areas next to sidewalks, curbs, and parking areas to provide no less than 1/2" spacing between grass and sidewalk/curb/parking area.

• This task shall NOT produce flying debris which risks damage to windows and automobiles or personnel safety

3.2.15 Keep landscape, compound area, parking lot, sidewalk, curb, and walkway areas weed-free using mechanical and/or chemical control methods

3.2.16 Maintain mulch evenly and uniformly over application areas.

3.2.17 Mulch outside of coverage areas shall be returned to the coverage area.

3.2.18 Use mulch with uniform color, and appearance, and free of sticks, leaves, and trash.

3.2.19 Match appearance and texture of new mulch to existing mulch to the greatest extent practicable.

3.2.20 Maintain sufficient mulch depth to inhibit weed growth and promote moisture retention throughout landscape areas.

3.2.21 Perform seasonal startup and shutdown of irrigation systems.

3.2.22 Provide the COR with an irrigation system preventive maintenance (PM) schedule no more than ten (10) days after contract award.

• Completion of each schedule PM shall be reported to the COR in writing no more than

3 business days following completion.

3.2.23 Maintain the irrigation system scheduling unit to promote water conservation consistent with plant watering needs.

3.2.24 Adjust watering patterns so water is delivered to plants vice sidewalks, walls, or street areas.

3.2.25 If a leak is observed in the irrigation system, the Contractor shall turn the off water supply to the leak, notify the COR, and provide a cost estimate for the Contractor to repair the leak.

3.2.26 The Contractor is responsible for the repair or replacement of any irrigation system component damaged by a Contractor employee, regardless of the cost of the repair or replacement.

3.2.27 Do not sweep, blow, dump or otherwise distribute clippings, cuttings, leaves, trash, or other landscape debris onto adjacent property.

3.2.28 Collect and dispose of all landscape refuse.

3.2.29 Ensure that when using a power blower no dirt or debris impinges on parked vehicles.

3.2.30 Clear and dispose of leaves and debris from around stormwater drains.

3.2.31 Pickup and dispose of garbage/trash that is found in landscape areas.

3.2.32 Wash and clean picnic tables and benches located on the south side of the building near the flagpole to be free of moss, algae, dirt, and debris.

RESERVED

APPENDIX A

Performance Requirement Summary (PRS)

The Contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service for each requirement.

The PRS and the Contractor’s QCP provide information on contract requirements, the expected level of Contractor performance, and the expected method of remedy. These thresholds are critical to mission success. The procedures, as outlined in SECTION E – INSPECTION AND ACCEPTANCE, will be used to remedy all deficiencies. During the first initial 30 days of the Contract, two additional errors on each task must be allowed in an effort to identify normal phase-in problems, except for any periodic cleaning service.

Performance Objective

PWS

Para

Standards/AQLs Remedy

Quality Control Establish and maintain a complete Quality Control Plan (incorporated into the Contract after award).

1.4

Standard: Inspection procedures are followed and documented in accordance with the Contractor’s Quality Control Plan

AQL: No more than 2 valid defects per month.

Provide a written Corrective Action Report within 2 days.

Deliverables 1.10

Standard: Provide all deliverables in accordance with the deliverables schedule

AQL: No more than 2 valid defects per month.

Provide a written Corrective Action Report within 2 days.

Grounds Maintenance and Landscaping Tasks

3.2

Standard: Maintain landscape/grounds in a well-manicured appearance in accordance with the standards detailed in Section 3.2

AQL: No more than 3 valid defects per month.

Re-performance within 2 days of notification.

1. QUALITY CONTROLS

The Contractor must develop and maintain a quality control program to ensure janitorial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor must develop and implement procedures to identify, prevent, and ensure non-performance and a continual repeat of defective service does not occur. As a minimum, the Contractor must develop quality control procedures addressing the areas identified in this Appendix.

2. QUALITY ASSURANCE

The Government must inspect and evaluate the Contractor’s performance to ensure services are received in accordance with the requirements set forth in this Contract. The COR will use the Contractor’s work schedule, or a modified version thereof, to record validation results.

Results of the validation then become the official 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 (CDR) for issuance to the Contractor. The Contractor must respond to the CDR in accordance with the instructions provided and return it to the CO within five (5) calendar days of issuance.

3. PERIODIC QUARTERLY PROGRESS MEETINGS

The CO, COR, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. Discussions shall include, but are not limited to:

Opportunities to improve the Contract;

Any modifications required of the Contract;

Unsatisfactory inspections and valid customer complaints against each performance objective observed; and Steps that were taken by the Contractor to prevent occurrences in the future.

The Contractor must provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be reduced in writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor will provide a written notification to the CO identifying areas of non-concurrence for resolution.

APPENDIX B

Performance-Based Deductions

1. Deduction Methods

The Government will record performance noting any substandard performance. For substandard performance, the Government’s preferred course of action will be discussions with the contractor to make the Contractor aware of the problem and to effectively prevent any recurrence of substandard performance. The Government may also take the following actions:

Presentation of a Contract Discrepancy Report requiring a written explanation for substandard performance.

Payment deductions in accordance with the PRS;

Payment deductions in accordance with the applicable FAR clause(s).

Require correction or re-performance of the service.

2. Deduction Threshold

If the number of defects, or instances of unacceptable performance, observed during a month-long period is equal to or less than the Maximum Allowable Defect Rate (MADR), then there will be no reduction in payments to the Contractor for that task. However, if the number of defects observed during a month-long period is greater than the MADR, then there will be a reduction in payments to the Contractor for that task.

3. Example of Deduction Amount to Contractor Payments

The MADR for grounds maintenance and landscaping work is three (3) defects per month based on the performance objective. A verified customer complaint regarding any work that falls below the standards set forth in the PWS will be considered a defect, as will any inspected work that falls below the same standards. If one or more complaint is received regarding the same item, this will only be considered one complaint. Upon notice of the defect(s), the contractor will be given 24 hours to correct it prior to a deduction being taken.

Assume that there are four (4) verified customer complaints regarding lawn height exceeding 4” during the month:

Four defects exceed the MADR of three, and a reduction in the payment to the Contractor for this month will be made. The deduction amount will be as follows:

Assume the maximum possible contract payment for all items is $1,000.00 per month.

Maintaining lawn height, as a grounds maintenance and landscaping task, is weighted at

70% of the monthly total payment, which equals $700.00.

A deduction of 1/30 of $700.00 will be taken for every day the defect remains uncorrected, starting from the date the defect was first reported to the contractor.

Therefore, if the defect was reported to the contractor on July 1 and it was not corrected until July 6 this would equal five (5) defective days. Thus the deduction would be 5 X 1/30 (0.03) X $700.00 = $105.00

The Contractor would receive a monthly payment of $895.00 which is the maximum possible monthly payment of $1,000.00 minus the deduction amount of $105.00.

4. Performance-Based Deduction Formula

Required Services (Tasks)

Weight Maximum Allowable

Defect Rate Surveillance Method(s)

Quality Control Plan (PWS 1.4)

Establish and maintain a complete QCP. Inspection procedures are followed and documented in accordance with the QCP

20% 2 defects per month

File reviews, periodic inspections, random, observations, customer complaints

Deliverables (PWS 1.10)

Provide all deliverables in accordance with the deliverables schedule

10% 2 defects per month

File reviews, periodic inspections, random, observations, customer complaints

Landscape/Grounds Maintenance Tasks (PWS 3.2)

Perform all tasks and maintain all areas in accordance with the criteria in the tasks.

70% 3 defects per month Random Sampling Inspection or Validated Customer Complaint

End of Appendices