PERFORMANCE_WORK_STATEMENT_Revised_Final.docx

PEST CONTROL SERVICES AND EXTERMINATION 09JUL19

PERFORMANCE WORK STATEMENT

PEST CONTROL SERVICES AND EXTERMINATION

U.S. COAST GUARD BASE ALAMEDA

COAST GUARD ISLAND

ALAMEDA CALIFORNIA

SCOPE: Contractor shall provide ALL management, supervision, labor, supplies, material, equipment, and necessary transportation required to perform all operations, inspections, and treatment for pest control against ants, cockroaches, fleas, spiders, wasps bees, rodents, and other insects and hymenoptera at U.S. Coast Guard Island (Government), Alameda, California. Inspections and treatments shall be scheduled and conducted weekly or more often, as necessary, with twenty-four (24) hours’ notice to Contractor.

LOCATION OF WORK: Appendix A includes a map of Coast Guard Island (CGI). There are approximately 700,000 square feet of office, mixed use and warehouse facilities on 68 acres of land.

HOURS OF WORK: Government business days and hours are Monday through Friday, 0700 to 1500, except Federal holidays. Contractor’s working hours shall correspond with Government’s working hours unless prior approval, written or verbal, is given by the Contracting Officer or the Contracting Officer’s Representative; however, services at the Child Development Center (Bldg. 2) and at the Clinic (Bldg. 1) shall be done before 0630, after 1700, or on weekends and shall be scheduled after prior approval from the TA is obtained.

CONTRACTOR PERSONNEL: Contractor shall have a licensed pest control site manager specifically assigned to support this contract and to be available within one (01) business day during Government business hours. Moreover, all contract employees assigned to CGI shall have a California pesticide application license. Contractor shall be responsible for ensuring that the licenses and training of Contractor personnel are kept current. Site Manager, as noted in Paragraph 5.12, shall conduct overall coordination and be the central point of contact with Government for performance of all work under this contract. Site Manager shall be authorized to receive any Control Discrepancy Reports regarding contractor performance.

DEFINITIONS: Wherever used herein or in the other documents which invoke this Performance Work Statement by reference, the following definitions apply.

CONTRACT DISCREPANCY REPORT (CDR): A formal, written documentation of Contractor performance, which may include, but is not limited to, non-performance of work, deficiencies in work performed, and notices of proposed payment deductions due to the above.

CONTRACTING OFFICER (KO): A person duly appointed with the authority to enter into and administer contracts of behalf of Government.

CONTRACTOR: Person who is responsible for compliance with the provisions of the contract and for the performance of any Contractor employees or Subcontractors.

EQUIPMENT: Personal property of a capital nature (including tools, machinery, vehicles, accessories, and auxiliary items) for use in performing services or for any administrative purpose.

FACILITY COORDINATOR: Person designated as the representative for their particular building or space who notifies TA when there is a problem and follows up with TA when the situation has been remedied.

FEDERAL HOLIDAYS: Recognized Federal holidays are New Year’s Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Christmas Day, and other holidays or days of mourning declared by Executive Order. If scheduled work falls a on a holiday, it will be completed on the previous or next business day.

WEEKLY: Occurring one (1) time every week on a regular schedule.

GOVERNMENT: Used without modifiers, such as State or Federal, the term Government refers to the U.S. Coast Guard.

QUALITY ASSURANCE: Those actions taken by government to assure services rendered meet the requirements of the contract.

QUALITY CONTROL: Those actions taken by Contractor to control the services so that they meet the requirements of the contract.

SITE MANAGER: Contractor’s representative and point of contact with Government representatives who is responsible for management and coordination of the contract.

TECHNICAL ASSISTANT (TA): An individual designated by the KO who will furnish Contractor with technical direction within the scope of the contract. The TA does not have the authority to change the material aspects of the contract, i.e., terms and conditions, price, quantity, quality, delivery, and/or performance.

PERFORMANCE:

Contractor shall respond to requests by Government within one (1) business day to provide contracted services.

Contractor shall provide additional inspections at any location on Coast Guard Island upon request.

Performance of the specified services shall commence on the date and for the period of performance specified in the contract. Consumables in place shall become the property of Government at the conclusion of the contract.

Contractor shall conduct all operations in such a manner as to minimize any inconvenience to the occupants of the facilities.

SAFETY: All equipment used under this contract shall be maintained and used in a safe and effective manner. Contractor shall conform to manufacturers’ safety precautions. Contractor shall be responsible for the following:

Instructing all employees in appropriate safety measures and not permitting the placing of equipment and materials in locations and in such a manner as to create safety hazards. Warning signs shall be provided and placed by Contractor to designate areas that are slippery or unsafe due to chemical spraying.

Instructing all employees in appropriate safety measures and not permitting the placing of equipment and materials in locations and in such a manner as to create safety hazards. Warning signs shall be provided and placed by Contractor to designate areas that are slippery or unsafe due to chemical spraying.

Observing and adhering to all safety or warning signs posted throughout the Government facility.

PEST CONTROL PLAN: The Pest Control Plan shall be submitted to the KO and TA for approval prior to commencement of any services under this contract. At a minimum, the Plan shall include the following:

Inspection program to detect the presence of pests in conjunction with inspections by the TA.

Application of insecticides and rodenticides to control detected pests.

The use of traps, physical exclusion, and suggestions of improved sanitation to reduce the number of breeding sites.

Control Schedule.

PERFORMANCE REQUIREMENTS:

Contractor shall provide preventive pest control and treatments as follows:

Cockroaches, fleas, ants, bees, wasps, spiders centipedes, and general inspect and arachnid pests: Provide inspections and preventive pest control a minimum of one (1) time weekly, and more often if deemed necessary by KO or TA, so that at the end of each calendar month, all interior areas, including overhead ceilings, if any, as well as exterior areas, including the rooftops and the Gazebos, have been inspected. Areas treated are to be free of pests for thirty (30) days after treatment.

Rodents: Contractor shall provide rodent bait stations to control rats, mice, and other rodents. Rodent bait stations shall be baited with rodenticide and placed in various locations specified by Government. Some locations may not be static, and Contractor shall relocate them upon request of the TA. Contractor may suggest to the TA other sites on Coast Guard Island that would benefit from bait stations. Any relocations of bait stations, or additional bait stations requested by Government, shall be without added cost to Government. Contractor shall check all bait stations at least monthly and replenish rodenticide as needed. The interior of buildings, including overhead ceilings, if any, as well as the exterior of buildings, shall be included in this service.

Contractor, or Contractor’s representative, shall report, in person, to TAs office upon arrival at Coast Guard Island. If service has been requested due to a reported problem, TA, or the Facility Coordinator, may accompany Contractor, or representative, while service is being performed. If the service is being performed after hours or on a weekend, TA will make arrangements to have a Government representative accompany Contractor.

PESTICIDES:

In accordance with the approved Pest Control Plan, as required by Paragraph 8, only those chemicals registered by the Environmental Protection Agency (EPA), and methods approved by Government, shall be used. Care shall be taken the selection, use, and application of pesticides so that there will be no adverse effects on personnel, wildlife, pets, water supply, or general environment. Material Safety Data Sheets on all chemicals to be used shall be given to the TA no later than five (5) business days prior to the start of the contract.

Selective insecticides and pesticides shall be applied in strict compliance with the product’s EPA, or State of California, registered labeling. All manufacturers’ instructions and recommendations for preparation and application of insecticides and pesticides shall be strictly followed. In addition, Contractor shall comply with all other applicable Federal, State, or local laws and regulations concerning the application, storage and disposal of such hazardous material. All mixing and storage of pesticides shall be performed off the installation.

Prior to application of any pesticides, Contractor and TA shall conduct an initial inspection all buildings, grounds, ground structures, and facilities. Prevent pest control shall be based on the evidence of these inspections.

Prior to the applications of any pesticides TA shall be notified and appropriate warnings shall be posted by Contractor, in accordance with applicable regulations, to ensure personnel safety.

TA shall have the authority to stop work in progress if a toxicant is creating an imminent hazard to personnel or to the environment. No pesticides or pesticide materials, except rodenticides inside bait stations, shall be stored or kept on site. Pesticides shall be transported to the job site only in vehicles with locked compartments to prevent loss, theft, or accidental spillage. All label precautions, as outlined by the EPA or the State of California, shall be followed.

Pesticide waste and empty containers are the responsibility of Contractor and shall be disposed of as directed by the label, the EPA, or the State of California. No waste or containers shall be disposed of on CGI.

Contractor shall at all times keep the premises free from accumulation of waste material or rubbish. All tools, equipment, chemicals, and materials not the property of Government, other than rodent bait traps, shall be removed after each extermination or pest control service. At no time shall chemical and other toxic or poisonous material be left in an area unattended, with the exception of pesticide applications known to TA and building occupants.

SCHEDULE OF WORK: Inspection and treatment shall be performed in accordance with Contractor’s Schedule of Work, which Contractor shall provide no later than five (5) business days prior to start of contract. Contractor will provide TA a new Schedule of Work thirty (30) calendar days prior to expiration of each contract period.

CONTRACTOR-FURNISHED ITEMS OR SERVICE: Contractor shall furnish all supplies, items, and equipment necessary for the performance of the contract.

LIABILITY FOR LOSS OR DAMAGE: Government shall not be liable for any loss, breakage, or damage to Contractor’s equipment or supplies that may results by being left by Contractor on the Government facility.

QUALITY CONTROL: Contractor shall develop and maintain a quality control program to ensure pest control services are performed in accordance with commonly accepted commercial practices. Contractor shall develop and implement procedures to identify, prevent, and ensure the non-reoccurrence of defective services. Contractor shall submit a draft Quality Control Plan (QCP) with the proposal. Final QCP is due five (5) business days prior to commencement of work.

QUALITY ASSURANCE: In accordance with FAR 52.246-4, Inspection of Services – Fixed Price Clause, each phase of the services rendered under this contract is subject to Government inspection during Contractor’s operations and after completion of the tasks. Government’s Quality Assurance Surveillance Plan (QASP) is not a substitute for Quality Control by Contractor. All findings of unsatisfactory or non-performed work will be administered under the terms and conditions of this contract. All costs associated with rework are the responsibility of Contractor. Government reserves the right to choose the inspection methods to be used in implementing its Quality Assurance Program and to vary inspection methods utilized during the work, without notice to Contractor.

LOST AND FOUND: Contractor shall ensure that all items of personal or monetary value found by Contractor employees are given to the TA.

PERFORMANCE EVALUATION MEETINGS: Contractor shall meet with KO and/or TA on a quarterly basis, or as otherwise determined by the KO and/or TA, for the life of the contract. A mutual effort will be made to resolve all problems identified. The written minutes of the meetings will be prepared by Government and provided to Contractor. Should Contractor not concur with the minutes, Contractor shall so state, in writing, and forward to KO and TA any areas of disagreement within five (5) days business days of receipt.

DELIVERABLES:

EMERGENCY AND SPECIAL EVENT PEST CONTROL SERVICES: These services are optional and will be priced separately at the time of service. They are considered Indefinite Delivery/Indefinite Quantity (IDIQ) and must be pre-approved by Contracting Officer or TA before services are performed. These services will be negotiated on a Task Order with a separate procurement request. Upon notification by Government, Contractor shall perform emergency and/or special event pest control services within the4 scope of services prescribed herein. All services ordered under the terms and condition of this provision must be otherwise proper under Federal appropriations Law: purpose, time, and amount.

APPENDIX A – COAST GUARD ISLAND AREA MAP

APPENDIX B - PERFORMANCE REQUIREMENTS SUMMARY

1. The Government expects the Contractor to perform all services required in the Performance Work Statement (PWS) at an acceptable level. Whenever the Government learns of substandard performance, either through incidental inspections, direct observation, customer complaints, or any other mechanism, the preferred course of action will be discussions with the Contractor to inform the Contractor of a problem. Discussions should effectively prevent recurrences of substandard performance; however, this Performance Requirement Summary (PRS) provides an alternative mechanism by which the Government’s payment to the Contractor may be reduced in the event of substandard performance.

2. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success. The Government’s primary quality assurance procedures are based on validated customer complaints and incidental inspections by Technical Assistant (TA).

(Weight: 25%)

(Weight: 25%)

(Weight: 25%)

(Weight: 25%)

3. One complaint will be counted for each reported and verified unacceptable performance of service, as listed in the PWS. Thus, if one person complains that an infestation of ants has not been abated within one (1) week after extermination, this would count as one (1) complaint; however, if two (2) different people complain about the same ants, this would only count as one complaint because both complaints stemmed from the same unsatisfactory performance.

4. When the number of defects in the Contractor’s Performance exceeds the allowable number of defects, TA shall initiate a Contractor Discrepancy Report (CDR). In response to the CDR, the Contractor shall be required to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented. The Contractor’s payment shall be reduced by 25% of one day’s pay. If Contractor is required to rework services found by Government to be unsatisfactory, it will be at the Contractor’s expense

5. The Contractor shall be paid for all work performed to contract standards. Monthly payment may be reduced for unsatisfactory performance, using the following computations:

Example: The Contractor performs required services during the month. The TA receives three (3) complaints. These three (3) errors compute as unacceptable. The TA takes the contract price (total invoiced amount for the month) and divides it by the number of business days in that month, then multiplies that number by the deduction rate (25%), which becomes the deduction for that month.

Contract Price Example: $7,500.00 / 19 business days = $394.74 x 25% = $98.68 deduction amount.

· Deductions shall not be deemed to waive or limit any right of Government under the clauses entitled “Default” and “Inspection of Services.”

· If more than four (4) deductions are taken per fiscal year, Contractor Performance Evaluations may reflect poor performance ratings.

6. PROCEDURES: Any base employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contract the TA, and the TA will investigate. If the complaint is valid, the TA will complete appropriate documentation to record it. The TA will inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the TA if not corrected. The TA will consider customer complaints as resolved unless notified otherwise by the customer. The TA shall notify the Contractor’s Quality Control Inspector (QCI), either by telephone or by e-mail, to pick up the written customer complaint. The QCI will be given one (1) business day after notification to correct the unacceptable performance. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QCI shall return the written customer complaint document, properly completed with actions taken, to the TA, who will file the complaint for monitoring future recurring performance.

APPENDIX C - QUALITY ASSURANCE SURVEILLANCE PLAN

Introduction: The Contractor will provide pest control and extermination services at U.S. Coast Guard, Base Alameda, Coast Guard island, Alameda, California. This is a firm fixed-price contract.

Surveillance Program Objectives: The quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate the services Contractor is required to furnish. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective in the Performance Requirements Summary (PRS) in the contract.

This QASP is based on the premise that the Government desires to uphold a quality standard in maintaining the grounds. The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

Surveillance Strategy and Approach: The primary method of surveillance will be Periodic inspection as described below. Periodic Inspection will be supplemented with validated customer complaints and Incidental Inspections.

Project Surveillance Activities: The PRS provides a summary listing of contract requirements and their associated performance.

Surveillance Methods: This contract uses three primary methods to evaluate Contractor performance, as follows:

1. PERIODIC INSPECTION. This method, sometimes called “planned sampling,” consists of the evaluation of tasks selected on other than a 100 percent or random basis. This method will be used on those items identified in the PRS Table (Attachment 2).

a. The Contractor is required to provide a schedule indicating when each of these services will be performed. The Government will use this schedule and complete its inspections reasonably soon after the work is scheduled.

b. If the number of defects observed during a month-long period is equal to or less than the Acceptable Quality Level (AQL), then there will be no deduction in payments to the Contractor for that task; however, if the number of defects observed during a month-long period is greater than the AQL, then there will be a deduction in payments to the Contractor for that task.

EXAMPLE OF PAYMENT COMPUTATION FOR SERVICES NOT PERFORMED

Assume an AQL of 2 complaints per month for Pest Control and Extermination Services under CLIN 0001 that 3 defects were found by the Contracting Officer’s Representative (TA).

(1) Maximum contract payment per month (Total CLIN amount) $7,500.00

(2) Maximum payment percentage for the service (Column 3, PRS Table)(Weight) x 20%

2. CUSTOMER COMPLAINTS. Any base employee that observes unacceptable services, whether incomplete for not performed, for any performance objective should immediately contact the TA. The TA will record the complaint including date and time, customer name, phone number, and the nature of the complaint. The TA will respond as possible after receipt of a complaint to conduct a site visit to personally observe the reported defect. If the complaint is determined to be valid, the TA will complete appropriate documentation to record the complaint and notify the Contractor of the defect. The TA should inform the customer of the approximate time the unacceptable performance will be corrected and advice the customer to contact the TA if not corrected. For purposes of calculating deductions, a validated customer complaint will be treated as if it had been identified as part of a periodic inspection.

3. INCIDENTAL INSPECTION. This unplanned surveillance is used to supplement planned inspection by documenting casually-observed performance while en route to, or on site at, planned sample locations for other contract requirements, or for any other reason.

4. SURVEILLANCE PROCEDURES: The Government evaluator will inspect all work required by the contract to ensure Contractor compliance in accordance with the Performance Work Statement each time service is performed. The evaluator will record results of inspection, noting the date and time of inspection. If inspection indicates unacceptable performance, evaluator will notify Contracting Officer of the deficiencies and have Contractor correct. The Contractor shall be given one (1) business day for corrections following notification.

image1.png image2.png