Attachment 0002_Landscaping PWS_final.pdf

Attachment 0002 Performance Work Statement (PWS) Landscape and Grounds Maintenance Services

Western Federal Lands Highway Division (WFLHD)

Section 1 – General Requirements

This is a PWS for Landscape and Grounds Maintenance Services defined under the scope of this contract. This PWS describes the minimum requirements of WFLHD and acceptable outcomes to be performed by the Landscape and Grounds Maintenance Contractor (known from here on as Contractor).

1. GENERAL

WFLHD seeks to establish a partnering relationship with the Contractor to accomplish the program objectives in this contract. The objective of the partnering process is to provide an effective problem-finding/problem-solving management team composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering requires that both parties recognize and address those opportunities and challenges that shall be confronted to help maintain the health of the Contractor/WFLHD relationship. The relationship is based on trust, dedication to common goals, and an understanding of each other's individual expectations and values. The outcome of this initiative is for WFLHD to leverage Contractor expertise to assist WFLHD in accomplishing these goals and objectives.

A higher level of effective communication between the Government and Contractor is essential for partnering and for this performance-based service contract to succeed, whereas the success of this contract is shared between the Government and the Contractor. More emphasis is placed on the Contractor’s self-management of quality, not the usual inspection by Government inspectors, although that is a part of this contract as well. All parties shall act proactively to reduce service cost.

This contract requires the Contractor to participate and partner with the Government in the initiative of obtaining high performance and sustainable operations, inclusive of initiatives to conserve energy and water consumption, meeting or exceeding specific environmental, regulatory, or performance standards, and the utilization of green products and services. The following sections detail the WFLHD minimum requirements and acceptable outcomes. The Contractor shall closely monitor all aspects of the work, identify deficiencies, and implement corrective action, without reliance on Government oversight.

To the greatest extent practicable and consistent with EO 13788, the Contractor shall maximize the use of goods, products and materials that are produced in the United States.

1.1 SCOPE OF WORK

It is the intent of WFLHD to have one contractor provide all management, supervision, labor, materials, equipment, supplies, and other resources as required for the appearance of all outside spaces, conditions, and environs within the identified WFLHD owned property unless noted otherwise in this document and as specified by authorized personnel of WFLHD and perform all services identified in this document.

All WFLHD property as identified within the contract and this document must be maintained in a neat and orderly fashion and be clean and weed free. It is the intention of WFLHD to always have green fertile lawn areas and it is the absolute expectation of WFLHD to have all work performed with nothing but the highest of standards. The on-site supervisor’s and management team will be expected to communicate with WFLHD throughout the contract term.

AREA DESCRIPTION

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.

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.

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.

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.

It is the aspiration of WFLHD that the awarded firm will become a "partner" with WFLHD’s Facilities Management Team and will in turn have a vested interest in the appearance of the campus. This said, the successful firm and their employees are expected to take a proactive approach in how they collectively manage this contract and the campus. The respective managers of the selected firm will meet with the COR or other designated personnel monthly to review operations and routine follow up on any current projects.

1.1.1 Discrepancy In Work Statement

Any discrepancy in the PWS identified by the contractor shall be immediately brought to the immediate attention of the Contracting Officer (CO) in writing and reference the applicable section of the PWS believed to be in error. The CO shall determine the action to be taken related to a reported discrepancy. The decision of the CO as to the proper interpretation of the specifications shall be final in accordance with the Disputes Clause of this Contract.

1.2 PERSONNEL

Contractor shall submit a staffing plan with its quote that provides enough staff at the various levels of expertise to ensure all services are performed and conditions are maintained. The Contractor shall adhere to the submitted staffing plan and any change(s) to the staffing levels, qualifications of proposed staff or key personnel, or the areas of expertise or disciplines of the proposed staff shall be submitted for review and approval from the CO prior to executing the change(s).

1.2.1 Contract Project Manager (PM). The Contractor shall designate a PM in writing and provide the name and contact information to the CO. The PM is considered essential to the work being performed under this Contract. Before removing, replacing, the Contractor shall (1) notify the CO no less than two weeks in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The PM must not rely on the Contracting Officer’s Representative (COR) to remind him/her of reports, schedules, etc. that are their responsibility to submit .

The PM shall possess at least five years of recent (within the past seven years) experience in the management and supervision of contract operations to include, but not limited to, the hiring/termination of staff; scheduling; safety, selecting and managing subcontractors, budgeting, and cost estimating; quality control; professional development of subordinates and maintaining effective communications with client representatives as well as the development and the administration of OSHA/EPA regulations of similar size, complexity, and characteristics of the facility to be covered by this Contract.

1.2.1.1 AUTHORITY. The PM shall have complete authority to act for the Contractor in every detail during the term of the Contract and shall have the authority to exercise financial expenditures and controls, accept notices of deductions, inspection reports and all other correspondence on behalf of the Contractor.

1.2.1.2 AVAILABILITY. The PM, or designated alternate in their absence, must be available during normal WFLHD duty hours (7:30 am – 3:30 pm PT) within two (2) hours of notification to meet with the CO and/or Contracting Officer's Representative (COR) to discuss situations involving, but not limited to, safety violations and contractor on-the-job injuries. After normal duty hours, the PM or designated alternate must be available and responsive via video chat, in-person, or telephone within four (4) hours.

1.2.2 Landscape Supervisor. The contractor shall designate an on-site Landscape

Supervisor/Foreman in writing and provide the name and contact information to the CO.

The Landscape Supervisor/Foreman is considered essential to the work being performed under this Contract. Before removing, replacing, the Contractor shall (1) notify the CO no less than two weeks in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The Landscape Supervisor/Foreman must not rely on the Contracting Officer’s Representative (COR) to remind him/her of reports, schedules, etc. that are their responsibility to submit.

The Landscape Supervisor/Foreman shall possess at least three years of relevant experience in the supervision of contract operations including, but not limited to, use of resources such as labor, equipment, and materials to ensure maximum use and completion of work within budget, safety guidelines and quality standards, guiding and mentoring field staff, and assisting in carrying out their duties. Will serve as the primary interface between the customer and the crew and must demonstrate dependability and efficient work practices.

1.2.2.1 AVAILABILITY. The Landscape Supervisor shall be available on site at all times when the contract work is in progress to receive notices, reports, or requests from the CO or their designee..

1.2.3 Irrigation Specialist. The contractor shall designate an Irrigation Specialist in writing and provide the name and contact information to the CO. The Irrigation Specialist is considered essential to the work being performed under this Contract. Before removing, replacing, the Contractor shall (1) notify the CO no less than two weeks in advance and (2) submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The Irrigation Specialist must not rely on the Contracting Officer’s Representative (COR) to remind him/her of reports, schedules, etc. that are their responsibility to submit.

The Irrigation Specialist shall possess at least five years of relevant experience in the inspection, audit, adjustment, and repair of irrigation systems to ensure performance at maximum efficiency and water conservation.

1.2.4 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.

1.2.4.1 Contractor personnel must present a neat appearance and be easily recognized. This shall 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.

1.2.4.2 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.

1.2.4.3 The Contractor and its employees shall be subject to all rules and regulations relative to entering and leaving the facility.

1.2.4.4 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.

1.2.4.5 CERTIFICATIONS. Copies of all certifications for Contractor employees, if required, shall be kept on-site, and provided to the Government upon request. The Contractor shall provide to the CO and COR documentation of the certificates of training, licenses, and permits for all new employees not later than seven (7) business days prior to that person beginning work under the terms of this Contract. The Contractor shall ensure that all certificates of training, licenses, permits, and bonds are current and valid.

1.3 SUSTAINABILITY AND ENERGY/WATER-SAVING PRACTICES. WFLHD has implemented several sustainable practices and processes throughout its facilities. The Contractor in its role as the WFLHD grounds maintenance and landscaping 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 Use recovered organic materials for fertilizer whenever possible.

1.3.4 Return waste organic material to a composting facility in accordance with state and municipal regulations.

1.3.5 Set irrigation schedules and/or adjust water delivery to minimize the amount of water used for landscape.

1.3.6 Promptly repair irrigation system leaks.

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

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, including a documented Quality Control Plan (QCP).

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 Quality Assurance (QA) Inspections. The QC Manager or designated alternate shall perform QA inspections based on the performance standards and inspection requirements of the QCP. A copy of each inspection shall be forwarded to the COR within 2 business days after completion of the inspections.

1.4.2 Quality Control (QC) Meetings. The Contractor shall schedule monthly meetings between the Contractor and COR. The purpose of these meetings will be to discuss the Contractor’s performance, areas of deficiencies, areas of satisfaction, and tenant needs or concerns. The frequency of these meetings may be increased or decreased depending upon performance as determined by the CO or COR. The Contractor shall distribute meeting minutes to all participants within 3 business days after the meeting.

1.4.3 Joint Service Inspections. The Contractor shall accommodate all requests by the Government to participate in the Contractor’s inspection of work performed by Contractor personnel. Scheduling for these joint inspections shall be coordinated by the COR and shall be used with other measures of performance in discussions on Contractor performance during QC Meetings.

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 whenever 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 is 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

1.6.1 The Contractor, not the Government, is responsible for scheduling grounds maintenance and landscape activities and shall provide a draft Landscape and Grounds Maintenance schedule with your quotation which shall identify anticipated landscape and grounds maintenance activities and the time frame for activity performance.

1.6.1.1 No more than ten (10) days after contract award, provide the final grounds maintenance and landscape activities schedule to the COR. Updates to the schedule shall be provided to the COR no later than two (2) days following any such update.

1.6.2 The USDOT offices are closed for the following Federal holidays and occasionally during other designated periods. Contractors who work at Government facilities will not be able to perform activities onsite on these days or during those periods designated for closure.

HOLIDAY OBSERVED

New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

When any such holiday falls on a Saturday, the preceding Friday is observed; when any such holiday falls on Sunday, the following Monday is observed.

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 DELIVERABLES SCHEDULE

DELIVERABLE PWS

REF FREQUENCY DUE DATE FORMAT SUBMIT

TO

Final Landscape and Grounds Maintenance schedule of activities

1.6.1.1 N/A 10 days ACA* Elect PDF CO/COR

Updated Landscape and Grounds Maintenance schedule of activities

1.6.1.1 As necessary

2 days after any changes are made Elect PDF COR

Irrigation System Preventative Maintenance Schedule

3.4.3 N/A 10 days after

contract award Elect PDF COR

Irrigation System Preventative Maintenance Report

3.4.3.1 As scheduled

3 days after completion of

PM

Elect PDF COR

Final Snow and Ice Removal Plan 3.6.2 N/A 10 days after contract award Elect PDF CO/COR

Updated Snow and Ice Removal Plan 3.6.2.1 Annually October 1st Elect PDF COR

Section 2 – Definitions

2. DEFINITIONS

This section is a list of definitions to certain terms used in this PWS.

2.1 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.

2.2 ACCEPTANCE. an authorized representative of the Government has inspected and agreed that the work meets all requirements of this Contract, including all documentation requirements.

2.3 CONTRACTING OFFICER (CO). The appointed Government employee that has the overall responsibility for the administration of this Contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the Contract terms, conditions, requirements, specifications, details, and delivery schedules. The CO may delegate administration of the Contract to a Contracting Officer’s Representative (COR).

2.4 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 if 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.

2.5 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.

2.6 CONTRACTOR REPRESENTATIVE. A Contractor foreman, superintendent, or manager that is responsible for the performance of the work.

2.7 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.

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

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

2.10 ENVIRONMENTAL PROTECTION AGENCY (EPA). The Federal agency delegated with authority to enforce the Federal laws which are concerned with pollution of the environment.

2.11 ENVIRONMENTALLY SUSTAINABLE PRODUCTS OR SERVICES. Products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison shall consider raw materials acquisition, production, manufacturing, products and chemicals, packaging, distribution, reuse, operation, maintenance, or disposal of the product or service. Attributes of environmentally sustainable products or services include those that are energy efficient, greenhouse gas reducing, water-efficient, biodegradable, environmentally preferable, non-ozone depleting, contain recycled content, non or less toxic, EPA-designated, and bio-based.

2.12 PARTNERING. A formal management process in which all parties to an endeavor agree at the outset to provide an effective problem-finding/problem-solving management team, composed of personnel from both parties, thus creating a single culture with one set of goals and objectives. Partnering also requires the recognition that risks and accountability shall be shared by both parties and that maintaining a healthy partnership is everyone's responsibility. The outcome of this initiative is for WFLHD to leverage Contractor technical, managerial and decision-making expertise to assist WFLHD in accomplishing the Contracts performance goals and objectives.

2.13 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.

2.14 PERFORMANCE WORK STATEMENT (PWS). Details the work

requirement/performance objective and required outcomes. This can also be referred to as the specification.

2.15 PERFORMANCE STANDARD. The Contractor's performance level required by the Government.

2.16 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). The Government’s surveillance and assessment method of monitoring and evaluating the Contractor's performance.

2.17 QUALITY CONTROL PLAN (QCP). The Contractor’s complete written system for identifying and correcting deficiencies in the quality of services to prevent the level of performance in operations from becoming unacceptable or negligent.

2.18 SCALP. To cut turf/lawn by more than one third (1/3) of the grass blades.

2.19 STANDARD. Criterion against which the performance objective is measured.

2.20 UNSATISFACTORY PERFORMANCE. A service output that does not meet the standard of performance associated with contract requirements.

Section 3 – Landscape and Grounds Maintenance Services

This section serves to outline the Contractor’s actions related to Landscape and Grounds Maintenance services. The requirements of Section 1 are applicable throughout the landscape and grounds maintenance services program with the following additional requirements.

3. GENERAL

Ground’s maintenance shall benefit the environment and generate cost savings to the Federal Government. The Contractor shall maintain all plants, trees, shrubs, ground covers, and lawns in a manner that prolongs life and sustains a healthy appearance.

The Contractor shall seek to prevent pollution by, among other things, reducing fertilizer and pesticide use to protect the environment, using integrated pest management techniques, mulching, maintaining stormwater best management practices, and minimizing runoff. The Contractor shall use approaches that preserve and protect native plants and wildlife that is entrusted to the Government, and that support habitats for pollinators, including honeybees, native bees, birds, bats, and butterflies.

3.1 PLANT MATERIALS (LAWN/TURF, TREES, SHRUBS, FLOWERS, ETC.)

3.1.1 Maintain all plants, trees, shrubs, ground covers, and lawns within the campus boundaries in a manner that prolongs the life of and sustains a healthy appearance of the plant materials while achieving a neat, orderly, and clean appearance of the WFLHD campus.

3.1.2 Provide trees, shrubs, sod, flowers, and other plant material that comply with recommendations and requirements of the American Standard for Nursery Stock (ANSI Z60.1).

3.1.2.1 All plant material is to be No. 1 grade or better, in accordance with requirements of applicable standard referenced above.

3.1.2.2 The government reserves the right to approve all selected material.

• Site visits with the contractor to their vendor for tagging may be required prior to selecting/approving plant material for use.

3.1.2.3 All planted material remains the property of the contractor until final installation and acceptance by the Government.

3.1.3 Provide and plant decorative flowers and plants to fill the planting area in the front SW entryway planters located on each side of the main building entrance walkway.

3.1.3.1 Flowers shall be maintained healthily and provide color in fall, spring, and summer.

Inform the COR before planting new or replacement plants.

3.1.4 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.

3.1.5 Apply fertilizers, pesticides, and/or herbicides in accordance with State and Federal law.

3.1.6 Prune/trim trees, shrubs, vines, and ornamental grasses to promote healthy growth and structure.

3.1.6.1 Trees, shrubs, vines, and ornamental grasses shall not extend into walking areas, climb up building walls, or extending through fences.

3.1.6.2 Shrubs in hedges shall maintain a uniform width and height the full length of the hedge.

3.1.7 Notify COR of unhealthy plant materials and propose a program to mitigate further damage to it and surrounding plant materials.

3.1.8 Replace plant materials that are damaged beyond repair or die due to contractor mismanagement or damage caused by its workers with “like for like” materials at no additional cost to the government.

3.1.9 Trim ground cover back so as not to extend onto sidewalks, curbs, and paved areas.

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

3.1.10.1 Turf/lawns shall be mowed in such a fashion so as to prevent “scalping” any turf/lawn area.

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

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

3.1.11.1 This task shall NOT produce flying debris which risks damage to windows, automobiles, or personnel safety.

3.1.11.2 Edgers with a safety shield are recommended for this task.

3.1.12 The Contractor shall be responsible for all costs associated with the replacement of planted materials that have been damaged as a direct result of the Contractor’s lack of oversight, neglect, or lack of proper care and maintenance.

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

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

3.1.13.2 Ensure that when using a power blower, no dirt or debris contacts parked vehicles.

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

3.1.14.1 Clean stormwaters catch basins annually (9 catch basins).

3.2 CONCRETE AND ASPHALT AREAS

3.2.1 Maintain all "hard surface" areas within the campus boundaries free of weeds and grasses.

Such areas include driveways, parking lots, sidewalks, pathways/walkways, and curbs.

3.2.2 Proper equipment, additives (i.e., mechanical and/or chemical control methods) and workmanship must be utilized to assure a comprehensive job.

3.3 MULCH

3.3.1 Maintain mulch within the campus boundaries evenly and uniformly over application areas with uniform color, and appearance, and free of sticks, leaves, and trash.

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

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

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

3.3.2 Mulching is required twice each year, once in the spring completing all mulching prior to April 1 and a second time in the fall beginning once most of the leaves are down and completing no later than the second Friday in December

3.4 IRRIGATION

3.4.1 Maintain irrigation system and operation within the campus boundaries to ensure all plant materials are watered as needed to maintain a uniform healthy growth pattern.

3.4.2 Perform seasonal startup and shutdown of irrigation systems.

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

3.4.3.1 Completion of each schedule PM shall be reported to the COR in writing no more than 3 business days following completion.

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

3.4.5 Adjust watering patterns as necessary to ensure water is delivered to plants with minimal overspray to sidewalks, walls, or street areas.

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

3.4.7 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.

3.5 MISCELLANEOUS GROUNDS MAINTENANCE

3.5.1 Maintain miscellaneous campus grounds to present an esthetically pleasing appearance.

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

3.5.1.2 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.

3.6 SNOW AND ICE MITIGATION

3.6.1 The Contractor shall perform snow and ice removal standard services in accordance with the approved snow and ice removal program. Snow and ice removal from entrances, steps, landings, sidewalks, vehicular courts, driveways, plaza areas, roadways, parking areas, pathways and entrances, areas providing accessibility for people with disabilities, and approaches are included in the standard service price.

3.6.2 Submit a detailed draft snow and ice removal plan that meets the needs of the WFLHD as part of the quotation package. A finalized snow and ice removal plan is due ten (10) days after contract award.

3.6.2.1 An annual updated snow and ice removal plan is due on October 1 of each year.

3.6.2.2 The snow and ice removal plan shall include and discuss, at a minimum, the following items:

• Coordination measures (to ensure appropriate levels of effort for the conditions of the building),

• Equipment,

• Personnel,

• Snow removal event triggers,

• Treatment areas requiring de-icing,

• Approved materials and chemicals,

• Safety plan,

• Notification procedures, and

• Pollution prevention procedures for chemical storage, application, and runoff.

3.6.3 Snow and/or Ice Clearing Mobilization. Snow and/or ice clearing services under this contract shall be performed as individual mobilizations.

3.6.3.1 A single mobilization shall be considered complete when ALL the following have been met completed:

• Snowfall has stopped for a four-hour period.

• Snow has been removed from all roadways, driveways, parking lots, exterior staircases, and sidewalks has been cleared of all snow and ice has been mitigated with sand and/or deicer applied.

3.6.4 Clear snow and ice before the normal building operating hours as necessary to prevent slip hazards.

3.6.4.1 E 5th St. must be cleared for vehicle traffic no later than fifteen (15) minutes prior to

WFLHD’s opening time.

3.6.5 Clear snow and ice during normal building operating hours while adverse weather continues to maintain safe conditions during the workday.

3.6.6 The COR may request additional snow and ice removal services outside of normal building operating hours (i.e., weekends, holidays). The request shall reflect the days and hours required for snow and ice removal.

3.6.7 Deicer and/or sand shall be used to reduce safety hazards due to ice and snow.

3.6.7.1 All deicer used shall be certified as EPA ‘Safer Choice’ Products or USDA Certified

Biobased.

3.6.7.2 No sodium chloride or calcium chloride-based products shall be used due to environmental risk. Less disruptive chemicals such as magnesium chloride, potassium acetate, and potassium chloride are viable alternatives.

• Any comparable substitutes requested shall be on the Clear Roads Qualified Products

List (QPL), comply with Federal specifications and state and local codes, and be approved by the COR prior to the first inclement weather event.

3.6.7.3 Ensure there is an adequate supply of chemicals and sand are on site or readily available to cover unexpected snow and ice occurrences.

Attachment 0002 APPENDIX A

PERFORMANCE REQUIREMENT SUMMARY (PRS)

1. GENERAL

A. 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.

B. During the first initial ninety (90) days of the Contract, two additional errors or percentage points on each task will be allowed to identify normal phase-in problems.

C. The rights of the Government and remedies described herein are in addition to all other rights and remedies set forth in the contract. Specifically, the Government reserves it rights under the Inspection of Services and Termination for Default clauses.

D. Any deductions pursuant to the PRS shall reflect the reduced value of service(s) performed under the contract. The Contractor shall not be relieved of full performance of the service(s) hereunder and may be terminated for default based upon inadequate performance of service even if a deduction was previously taken for inadequate performance.

E. The Government may modify the type and frequency of inspection of items.

2. PURPOSE. The PRS is designed to:

A. List the contract requirements considered most critical to acceptable contract performance.

B. List the contract paragraph number(s) which describe the requirements.

C. Define the standard of performance for each required service specified.

D. Show the maximum allowable degree of deviation or AQLs from perfect performance for each required service that will be allowed by the Government before contract performance is considered unsatisfactory.

E. Explain the quality assurance methods the Government will use to evaluate the

Contractor’s performance in meeting the contract requirements.

F. Show the percentage of the total contract work that each listed requirement represents.

3. QUALITY CONTROLS. The Contractor must develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices and standards.

A. The Contractor must develop and implement procedures to identify, prevent, and ensure non-performance and a continual repeat of defective service does not occur.

B. As a minimum, the Contractor must develop quality control procedures addressing the areas identified in this Appendix.

4. QUALITY ASSURANCE PROCEDURES. The Government’s primary quality assurance procedures are based on random sampling of the recurring services. Other procedures as prescribed by the Government (i.e., 100% inspection, periodic inspection, customer complaint).

A. Inspection and evaluation of the Contractor’s performance of required services will be conducted by the COR or other authorized Government representative.

B. The Government reserves the right to increase or decrease the number of inspections when deemed necessary or appropriate by the CO.

5. CRITERIA FOR ACCEPTABLE AND UNACCEPTABLE PERFORMANCE

A. Criteria for services are derived from estimates of the level of performance experienced when the service is done by Government personnel or are the levels of performance deemed acceptable to the Government. Failure to meet any standard as defined in the PWS shall be classified as a “defect”.

B. Performance is considered acceptable when the number of defects found by the COR during contract surveillance does not exceed the number of defects allowed by the AQL

C. Performance is considered unacceptable when the number of defects found by the COR during contract surveillance exceeds the AQL.

6. DEDUCTION METHODS. 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:

A. Require correction or re-performance of the service.

i. For tasks not acceptably corrected within the prescribed timeframe, an equitable adjustment will be requested by the CO.

B. Presentation of a Contract Discrepancy Report (CDR) requiring a written explanation for substandard performance.

i. The Contractor must respond to the CDR with a written Corrective Action Report

(CAR) to the COR within two (2) business days of issuance.

C. Payment deductions in accordance with the PRS.

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

Performance Objective Weight AQL Surveillance Method Quality Control/Quality Assurance (PWS 1.4) 9% No defects 100% Visual Inspection

Deliverables (PWS 1.8) 5% No defects 100% Visual Inspection

Plant Materials (Lawn/Turf, Trees, Shrubs, Flowers, Etc.) (PWS 3.1) 40% 5 defects per month

Random Visual Inspection, Periodic Monthly Inspection, and Verified Customer Complaints

Concrete and Asphalt Areas (PWS 3.2) 5% 5 defects per month

Random Visual Inspection, Periodic Monthly Inspection, and Verified Customer Complaints

Mulch (PWS 3.3) 10% 5 defects per month

Periodic Monthly Inspection or Verified Customer Complaint

Irrigation (PWS 3.4) 20% No defects

Random Visual Inspection, Periodic Monthly Inspection, and Verified Customer Complaints

Miscellaneous Grounds Maintenance (PWS 3.5) 1% 1 defect per month

Periodic Monthly Inspection or Verified Customer Complaint

Snow and Ice Mitigation (PWS 3.6) 10% 2 defects per mobilization 100% Visual Inspection

7. REDUCTION IN PAYMENTS

A. Each month, the Government will measure Contractor performance by comparing performance results with the contract standards and AQLs using the Quality Assurance Surveillance Plan (QASP).

B. If performance in any required service is unsatisfactory, and the poor performance was not directly caused by Government interference or failure to provide requirements, the percentage cost of the service will be withheld from the Contractor’s monthly payment as adjusted for services accepted.

8. COMPUTATION OF REDUCTIONS. If the number of defects, or instances of unacceptable performance, observed during a month is equal to or less than the AQL, then there will be no deduction in payments to the Contractor. However, if the number of defects observed during a month is greater than the AQL, then there will be a deduction in payments to the Contractor.

A. Example of Deduction Amount to Contractor Payments. The AQL for grounds maintenance and landscaping tasks is three (3) defects per month based on the performance objective. A visual inspection or verified customer complaint regarding any work that falls below the standards set forth in the PWS will be considered a defect. If more than one customer complaint is received regarding the same item within a 24-hour period, this will only be considered one complaint. Upon notice of the defect(s), the contractor will be given the opportunity as specified by “Remedies” in the PRS to correct the defect(s) prior to a deduction being taken.

For example, assume that there are four verified customer complaints regarding grounds keeping and landscaping tasks (as defined in Section 3.1 of the PWS) during the month.

Four defect exceeds the AQL of three and a deduction in the payment to the Contractor for this month will be made.

The deduction amount will be as follows:

i. Assume the maximum possible contract payment for the month is $10,000.00.

ii. Grounds keeping and landscaping tasks are weighted at 65% of the monthly total payment, which equals $6,500.00.

iii. A deduction of 1/30 of $6,500.00 will be taken for every day the defect remains uncorrected, starting from the date the defect was first reported to the contractor.

iv. Therefore, if the defect was reported to the contractor on July 1 and it was not corrected until July 6 this would equal five defective days. Thus, the deduction would be 5 X 1/30 X $6,500.00 = $1,083.33.

v. The Contractor will receive a monthly payment of $8,916.67 which is the maximum possible monthly payment of $10,000.00 minus the deduction amount of $1,083.33.

STANDARD AQL

(Acceptable Quality Level)

What How/When Who Incentives Remedies

QUALITY CONTROL/QUALITY ASSURANCE

(QC/QA) - Task 1.4.1 Perform QA inspections based on the performance standards and inspection requirements of the QCP.

Submit inspections to the COR within 2 days after completion of the inspections.

Zero (0) devistion from the standard

Contractor QCP Inspection Reports

100% Visual Inspection COR

Positive Past Performance; Exercise of Option Period

Written Corrective Action Report;

Payment deduction

STANDARD AQL

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

DELIVERABLES - Task 1.10.1

Provide all required deliverables in accordance with the PWS schedule

All deliverables are received per the stated schedule

Zero (0) deviation from the standard PWS Deliverables 100% Visual

Inspection COR Positive Past Performance; Exercise of Option Period

Written Corrective Action Report;

Payment deduction

STANDARD AQL

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

PLANT MATERIALS - PWS 3.1

Perform tasks 3.1.1 - 3.1.14 as defined in the PWS

All plants, trees, shrubs, ground covers, and lawns within the campus boundaries in a manner that prolongs the life of and sustains a healthy appearance of the plant materials while achieving a neat, orderly, and clean appearance of the WFLHD campus

Maximum 5 deviations from the standard per month

Compared to tasks specifications in the

PWS

Random visual inspection, Periodic monthly inspection, and verified customer complaints

COR

Positive Past Performance; Exercise of Option Period

Reperformance within 1 day of notification; Written Corrective Action Report; Payment deduction

REQUIREMENT INSPECTION

PERFORMANCE TASK STATEMENT

PERFORMANCE TASK STATEMENT

REQUIREMENT INSPECTION

PERFORMANCE TASK STATEMENT

REQUIREMENT INSPECTION

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

CONCRETE AND ASPHALT AREAS - PWS 3.2

Maintain tasks 3.2.1 - 3.2.2 as defined in the

PWS

All hard surface areas within the campus boundaries are free of weeds and grasses.

Maximum 5 deviations from the standard per month

Compared to task specifications in the

PWS

Random visual inspection, Periodic monthly inspection, and verified customer complaints

COR

Positive Past Performance; Exercise of Option Period

Reperformance within 1 day of notification; Written Corrective Action Report; Payment deduction

STANDARD AQL

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

MULCH - PWS 3.3

Perform tasks 3.3.1 - 3.3.2 as defined in the

PWS

All mulch areas within the campus boundaries are evenly and uniformly covered with uniform color, and appearance, and free of sticks, leaves, and trash

Maximum 5 deviations from the standard per month

Compared to task specifications in the

PWS

Periodic monthly inspection and verified customer complaints

COR

Positive Past Performance; Exercise of Option Period

Reperformance within 1 day of notification; Written Corrective Action Report; Payment deduction

STANDARD AQL

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

IRRIGATION - PWS 3.4

Perform tasks 3.4.1 - 3.4.7 as defined in the

PWS

Irrigation system and operation within the campus boundaries applies water to all plant materials as needed to maintain a uniform healthy growth pattern

Zero (0) devistion from the standard

Compared to task specifications in the

PWS

Random visual inspection, Periodic monthly inspection, and verified customer complaints

COR

Positive Past Performance; Exercise of Option Period

Reperformance within 1 day of notification; Written Corrective Action Report; Payment deduction

PERFORMANCE TASK STATEMENT

REQUIREMENT INSPECTION

REQUIREMENT INSPECTION

PERFORMANCE TASK STATEMENT

REQUIREMENT INSPECTION

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

MISCELLANEOUS GROUNDS MAINTENANCE -

PWS 3.5

Perform task 3.5.1 as defined in the PWS Campus grounds to present an esthetically pleasing appearance

Maximum 1 deviation from the standard per month

Compared to task specifications in the

PWS

Periodic monthly inspection and verified customer complaints

COR

Positive Past Performance; Exercise of Option Period

Reperformance within 1 day of notification; Written Corrective Action Report; Payment deduction

STANDARD AQL

(Acceptable Quality Level)

What How/When Who Incentives or Remedies Incentives or Remedies

SNOW AND ICE MITIGATION - PWS 3.6

Perform Snow and Ice Removal Services to accomplish all task as defined in the PWS

Snow and ice mitigation services are performed in accordance with the approved snow and ice removal program.

Maximum 2 deviations from the standard per mobilization

Compared to task specifications in the

PWS

100% visual inspection COR

Positive Past Performance; Exercise of Option Period

Reperformance within 6-hours of notification; Written Corrective Action Report; Payment deduction

END OF APPENDICES

End of Appendix A

REQUIREMENT

PERFORMANCE TASK STATEMENT

INSPECTION