Attachment 1 -PWS District 8 Lawn Revised 11_22_2023.docx

PERFORMANCE WORK STATEMENT (PWS) FOR

LAWN CARE SERVICES FOR THE EIGHTH COAST GUARD DISTRICT.

1.0 GENERAL

1.1 BACKGROUND

The mission of the U.S. Coast Guard is to provide and maintain a safe, clean and healthy environment for all residents, military/civilian personnel and members of the public. To accomplish this mission, it is essential that the properties and facilities of the areas specified herein have qualified lawn care services as required. The contractor shall ensure both the aesthetic appearance and sanitary conditions of federal buildings. The intent of this project is to consolidate the Coast Guard’s 8th District lawn care services into one contract. Currently there are 6 separate contracts spanning across 26 states within the Coast Guard’s 8th District. The intent of this project is to obtain required services for lawn care. The Coast Guard units are a host to many tenants, Coast Guard commands, and other government agencies including Active-duty personnel, reservist and civilian government employees. USCG requires the following to accomplish this goal; it is essential that the facility is maintained in an attractive and sanitary condition at all times, and that military etiquette is adhered to. The reason for the Performance Based Statement (PBS) is to provide expectations of grounds and janitorial services for the Coast Guard 8th District.

1.2 SCOPE

Weekly and bi-weekly lawn care services of 6 Coast Guard Units. Contractor shall furnish all labor, tools, materials, transportation, equipment, supervision, and personnel to perform lawn care services. No additional services are authorized without permission from the contracting officer or their representative.

1.2.1 Lawn Areas

a. Lawn areas:

1) Large pieces of litter will be picked up prior to mowing. Bottles, loose paper cartons, cans and other material not compatible with well-kept grounds shall be removed prior to each mowing. All debris is to be hauled outside the Government property the same day it is collected and disposed of at the Contractor’s expense.

1) Mowing will be performed in such a way that the entire lawn area will be completed in one working day.

1. Lawn service completed based upon length of grass. Lawn will be maintained no lower than 2” and no higher than 5” at any time. Cooler months may require less service.

2) Edging will be performed in conjunction with lawn mowing and will include all curbs, sidewalks, pavilions, recreational areas, along shrubs and building edges.

3) Blow Grass clippings off of cement and away from drainage grates.

4) Clear fence lines of all trash and growth

5) Leaves cleaned up during/ after winter months.

b. Trimming areas:

1) Hedges and ground cover will be manicured as needed to maintain hedges between (6) six to (8) eight feet. Ground cover should have a distance of one (1) foot between building and cover.

2) Hedges around any satellite storage shall be trimmed beneath the top of the fence line to prevent clippings from collecting in said area.

3) Hedges around any flag pole and Command/Visitor parking area shall be no closer than one (1) foot to the pavement/curb.

4) All hedges will be manicured in a way that all signs are clearly visible from any reasonable vantage point.

c. Flower bed weed control will be completed to keep weeds at bay.

d. Fertilize all lawn areas, shrubs, and trees as needed to keep them healthy and green.

e. Tree trimming will be done as needed to ensure uniform symmetrical appearance up to eight (8) feet from ground level once a month. Remove and legally dispose of all dead or dying branches and twigs up to eight (8) feet from ground level from all trees on the property and remove and legally dispose of all suckers growing at or near the base.

f. If any, All palms shall be maintained in a clean manner free of dead hanging branches and other debris.

g. Weed killer will be sprayed on all sidewalks and parking areas as necessary. Weed killer will not be used in place of edging at any time or any place.

h. After the completion of all maintenance, clippings will be blown or swept from all concrete areas. Any accumulation of grass clippings or pruning shall be hauled off site.

i. Control lawn and plant pests as necessary to maintain their health and appearance. Lawn areas shall be treated for turf-damaging insects on an as-needed basis.

j. In any case that the weather does not permit the services to be started or completed; the contracted company shall compensate the services during the same week. If work cannot be compensated the same week, the cost of that weekly visit will be deducted from the monthly cost of the contract.

k. The Contractor will come during business hours only (MON-THU 8AM- 3PM, FRI- 8AM- 12NOON.)

1.3 OBJECTIVE

Consolidation of lawn care services provided into a single account. Eliminating the 8 separate contracts for the services in the district to streamline payment processing, and handling.

1.3.1 GROUND MAINTENANCE, SERVICE LOCATION, AND FREQUENCY

The Schedule and attachment 1 identifies the locations, requirements, number of locations and the frequency of services.

1.3.2 Firm Fixed Price Work

The Contractor shall provide all labor and equipment, including containers for collection, transportation, and disposal of refuse and debris as described in the PWS. The quote shall be provided using a firm fixed price. The Contractor shall provide a quote with a firm fixed price for each service address in this PWS, with a grand total for all service addresses. The Contractor may submit an invoice based on the completion of service for all addresses. This invoice can be consolidated for billing purposes only. The invoice shall be submitted to the COR for review prior to submitting for payment.

1.3.3 Optional Tasks (Unscheduled Services)

The Government reserves the right to request unscheduled lawn services utilizing the Estimated Quantity CLINs (X0003) in the schedule at the predetermined price as necessary to maintain clean conditions for unforeseen events. The COR will notify the contractor when unscheduled lawn service is necessary and provide the quantity required. The Government will fund a Not-to-Exceed (NTE) quantity in the contract for this CLIN. The contractor shall not exceed the quantity without prior modification to this contract to add additional funds. If during the performance year, the quantity of actual lawn services under CLIN X0003 is less than estimated, the Government will de-obligate excess funds from the contract. The contractor will only be paid for actual work covered under optional tasks are overage fees that may be incurred from lawn services at the individual address.

1.4 PERFORMANCE REQUIREMENTS SUMMARY

This contract includes a Performance Requirements Summary (PRS) at PWS 9.0. The PRS plays an integral role in the administration of the contract. In addition to any applicable inspection clauses or other related terms and conditions contained in the contract, the PRS shall serve as a primary tool for inspection and acceptance of services as facilitated by the Contracting Officer’s Representative (COR). Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the PRS, and will be conducted by the COR. The PRS constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

2.0 SPECIFIC REQUIREMENTS/TASKS

Daily, Biweekly, Tri-weekly, Weekly, Monthly, Quarterly, Semiannually, or Annually) at all locations. Contractor shall furnish all labor, tools, materials, transportation, equipment, supervision, and personnel to perform lawn care services. No additional services are authorized without permission from the contracting officer or their representatives.

2.1 Definitions

Where "as shown", "as indicated", "as detailed", or words of similar import are used, it shall be understood that reference is made to this Performance Work Statement and document attachments.

Where "as directed", "as required", "as permitted", "approval", "acceptance", or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

Applicable Law - all laws, regulations, rules, orders, judgments, degrees, permits, approval, or other requirement of any governmental agency having the organic materials that are enforced on the effective date and as they may be enacted, issued or amended during the term of this agreement.

2.2 Acceptable Quality Level (AQL): The maximum number of defects that can be considered satisfactory on the average. The allowable leeway or variance from a standard before the Government will reject a specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory way. It means that the Government recognizes that defective performance sometimes happens unintentionally.

2.3 Building Managers: The points of contact in each building who are familiar with units response capabilities and procedures.

2.4 Commanding Officer (CO): Refers to the Commanding Officer, U.S. Coast Guard.

2.5 Contracting Officer (KO): A person duly appointed with the authority to negotiate and enter into and administer contracts on behalf of the Federal Government.

2.6 Contracting Officer’s Representative (COR): The person(s) whom the Contracting Officer designates in writing by name and/or position title to conduct day-to-day liaison between the Contractor and the Contracting Officer on technical matters pertinent to this contract.

2.7 Contract Specialist (CS): A Government official responsible for the development, implementation, and administration of this contract. This person is the primary point of contact for the Contracting Officer.

2.8 Contractor: The term Contractor as used herein refers to both the prime Contractor and any Subcontractors. The Contractor will be responsible for ensuring that the Subcontractors comply with the provisions of this contract.

2.9 Equipment: The personal property of a capital nature (including tools, machinery, furniture, vehicles, and accessories and auxiliary items) for use in performing services, or for any administrative purpose.

2.9.1 Frequency of Services: The interval at which services are performed (examples: Daily, Biweekly, Tri-weekly, Weekly, Monthly, Quarterly, Semiannually, or Annually).

2.9.2 Bi-weekly: Services performed once every other week.

2.9.3 Tri-weekly: Services performed three (3) times during each calendar week of the contract. These services will be performed on Monday, Wednesday, and Friday.

2.9.4 Weekly: Services performed once during each week, as scheduled.

2.9.5 Monthly: Services performed once during each month, as scheduled.

2.9.6 Quarterly: Services performed four (4) times during each twelve (12) month period of the contract, as scheduled.

2.9.7 Semi-annually: Services performed twice during each twelve (12) month period of the contract, as scheduled.

2.9.8 Annually: Services performed once during each twelve (12) month period of the contract, as scheduled.

2.10 Government: The term Government as used herein refers to the U.S. Coast Guard.

2.11 Site Supervisor: The Contractor’s representative, and point of contact with Government representatives, who is responsible for management and coordination of the contract.

2.12 Manufacturer’s Recommendations: Technical information and user instructions provided by the manufacturer for the operation, use, and maintenance of their equipment.

2.13 Notice of Deficiency: A formal, written documentation of Contractor nonconformance of work, also known as a Contractor Discrepancy Report (CDR).

2.14 Officer of the Day (OOD): Refers to a military member acting under the CO on an assigned day.

2.15 Quality Assurance (QA): Those actions taken by the Government to assure services received meet the requirements of the contract.

2.16 Quality Control (QC): Those actions taken by a Contractor to assure that services rendered meet the requirements of the contract.

2.17 Quality Control Plan (QCP): Those actions taken by the Contractor to ensure QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements of the contract.

2.18 Periodic Surveillance: Physical observation and/or inspection of contract performance done on a frequency relating to contract performance and scheduling.

2.19 Executive Officer (XO): Refers to Executive Officer, U.S. Coast Guard.

2.20 Mowing shall be defined as the clipping or cutting of the lawn areas using a powered lawn mower. The cutting shall be even without ridges, free of scalped spots, and neat in appearance.

2.21 Trimming shall be defined as a horizontal cutting of all grass and/or weeds to not more than one inch high along walls, curbs, sidewalks, fences, foundations, tree trunks, shrubs, garden or cultivated areas, guide wires or poles, or, any other object in or adjacent to the lawn areas. Overhanging tree branches will be cut no lower than seven feet above the ground.

Trimming does not allow the use of an herbicide or any other method designed to kill the grass, plants, or vegetation.

2.22 Edging is defined as the use of a machine for vertical cutting along all lawn edges adjoining sidewalks, curbs, walls, and/or foundations.

3.0 PERSONNEL REQUIREMENTS AND QUALIFICATIONS

3.1 QUALIFIED Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this PWS.

3.1.2 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this PWS. The Project Manager shall be a single point of contact for the Contracting Officer and the COR. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.1.3 The Project Manager shall be available to the COR via telephone between the hours of 0800 and 1600 EST, Monday through Friday, and shall respond to a request for discussion or resolution of technical problems within 24 hours of notification.

3.1.4 Management: The Contractor shall manage all grounds maintenance services required herein. Included in this function will be a full range of management duties including planning, scheduling, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary expertise to assure the performance of work in accordance with sound and efficient management practices.

3.1.5 Personnel Management: The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the appropriate combination of training and experience. The Contractor shall be responsible for the employment, training, guidance, and supervision of qualified personnel to accomplish the contract. Contractor personnel found not to meet qualifications or performance standards shall be removed from performing under the contract.

3.1.6 Contractor personnel are employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall select, supervise, and exercise control and direction over its employees under this contract. The Contractor shall maintain records on all personnel hired. At a minimum, the Contractor shall maintain records that support the personnel hired met the minimum qualifications of the position at the time they were hired.

These records shall be made available to the Contracting Officer or designee upon request.

The contractor shall supply the Contracting Officer and Contracting Officer Representative a staffing plan and employee roster fifteen (15) calendar days after award

3.4 Employee Identification

3.4.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.4.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.5 Employee Conduct

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

Proper adherence to all safety procedures is required prior, during and after work being performed. The contractor shall furnish all personnel with and require donning of required personal protective equipment (PPE). The contractor shall safeguard the public and Government personnel, property, materials, supplies, and equipment exposed to contractor operations and activities, and avoid interruptions of Government operations in the performance of services. Contractor shall provide personnel who have the knowledge, qualifications, and working experience to perform the functions outlined in the Statement of Work. The contractor shall be liable for all damages to Government equipment and property when such damage is due to fault or negligence of the contractor. The contractor shall be responsible for all damages or injury to persons that occur as a result of the contractor’s fault or negligence. The contractor shall take proper safety and health precautions to protect the work the workers, the public, and the property of others.

Employee Conduct: The contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S. or the DHS. The On-Site Supervisor shall ensure Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security.

The Contractor shall prohibit his/her employees from disturbing papers on desks, opening drawers, closets or cabinets, except for janitorial closets, or using the telephone or equipment unless specifically authorized by the COR.

Alcohol and Controlled Substances: Contract employees shall not possess, distribute, consume, or use any controlled substance or alcohol on the job site or while on Government property. Any Contractor or Contractor employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any Contractor or Contractor employee found to be in violation of this section may be permanently prohibited from USCG property. Actions taken under this section shall not relieve the Contractor from the requirement to provide sufficient personnel to perform adequate and timely service as required by the contract.

Contractor personnel shall not smoke or consume food or beverages while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only.

All tobacco and tobacco substitute products, including but not limited to cigarettes, cigars, pipes, any smokeless tobacco, e-cigarettes, and other vapor substitutes shall only be permitted in designated areas. The COR will provide a list of designated areas upon request.

3.6 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.1 Safety Requirements

Safety Plan. All work shall be conducted in a safe manner and shall comply with all applicable federal, state and local safety standards and requirements. The Government reserves the right to inspect for compliance with safety standards and requirements. The contractor shall develop and submit a Safety Plan (as part of the Quality Control Plan – SEE SECTION 8.0 – DELIVERABLES) within 15 calendar days after contract award, and shall updated plan as needed. The contractor shall ensure employees are familiar with the content and details of the Safety Plan. The contractor's Safety Plan shall comply with all Federal and State laws, including OSHA and regulations set forth in 29 CFR 1910 and 29 CFR 1926 and in Commandant Instructions (COMDINTS) M5100.47 and M11000.11. At a minimum, the Safety Program shall include the following:

· • Compliance with Codes

· • Assignment of Responsibility

· • Safety Indoctrination and Training

· • Inspections, Reports and Control of Hazards

· • General Housekeeping and Cleanup

· • Protection of Employees (Contactor & Government)

· • Inclement or Destructive Weather Measures All power equipment shall be operated within the safety parameters as defined by OSHA. Equipment shall be operated with particular care when near pedestrians and especially near children. Equipment shall be in working, safe, and good mechanical condition to operate on Coast Guard property. There shall be no visible oil or refuse spills on the road due to contractor carelessness or inadequate equipment.

4.1.1 Accident Prevention

In addition to addressing the aforementioned, the contractor shall maintain a record of property damage, accidents, and fires caused by the contractor or subcontractor employees. The contractor shall report the damages, fires or accidents to the Contracting Officer in accordance with Homeland Security Acquisition Regulation (HSAR) Clause 3052.223-90 Accident and Fire Reporting (Dec 2003). The contractor shall comply with mishap reporting procedures found in the latest edition of COMDTINST M5100, Safety and Environmental Health Manual. The procedures are for information and data gathering purposes only. The Government will supply the contractor with the necessary forms and instructions for completion of the forms. All mishaps shall be reported to the COR within 24 hours.

4.1.2 Results of safety Non-Compliance

If the contractor fails or refuses to promptly comply with safety requirements, the Contracting Officer may issue an order stopping all or part of the work until the contractor takes satisfactory corrective action. No part of the time lost due to any such stop order shall be made the subject of a claim for extension of time or for excess costs or damages to the contractor.

4.1.3 Damaged Equipment or Property

The contractor shall be responsible for restoring any damaged property or equipment caused by the contractor or the contractor’s employees. The restoration shall be to its original condition at no additional cost to the Government.

4.1.4 Recognized Holidays

The Contractor is not required to provide grounds maintenance services on recognized Government holidays and other days declared by Executive Order. The recognized holidays are New Year’s Day; George Washington’s Birthday; Martin Luther King Jr.’s Birthday; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans’ Day; Thanksgiving; and Christmas. If work is scheduled on a Government holiday, either work must be performed the workday before or the workday after, but in no event will the service be delayed until the following week. For example, if a Federal Holiday falls on a Friday, the scheduled service shall be performed on Thursday. The COR will be informed of, and must approve, this schedule change.

4.1.6 Licenses/ Permits

The contractor shall obtain (without any additional cost to the Government) and submit as required the necessary licenses and permits in accordance with any requirements of the municipalities, counties, and states for the performance of this work and for complying with all applicable Federal, State and local laws, and shall maintain such licensing throughout the term of this contract.

4.1.7 Insurance

The contractor shall obtain (without any additional cost to the Government) and submit to the Contracting Officer as required the necessary Certificate of Insurance as required by FAR 52.228-5.

4.1.8 APPLICABLE PUBLICATIONS AND APPENDIXES

The Contractor shall comply with all applicable federal, state, local environmental protection and hazardous laws, statutes and regulations, as well as applicable US Coast Guard instructions, directives, attachments and exhibits listed in the table below pertaining to the services required herein and to the conduct and qualifications of personnel in performance of this contract. The contractor shall instruct and guide its employees regarding any directives provided by the Coast Guard.

The contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all in compliance with the Environmental Protection Agency (EPA) and the Occupational and Safety Hazard Administration (OSHA).

The Government will provide all publications listed upon request of the Contractor. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change in the contract price. Upon completion of the contract, the Contractor shall return to the Government all issued publications and used forms.

Note: COMDTINST – Commandant Instruction

4.1. SECURITY

Security Risk and Background Investigation Form Requirements

The requirements office anticipates the following:

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

4.3 PLACE(S) OF PERFORMANCE

The Places of performance will be for the following units, approximate maintenance sizes, and addresses:

1. STA New Orleans: 25,000 Sq Ft: 201 Hammond Hwy, Metairie, La 70005

2. Base Galveston: 18.8 acres, 3000 Fort Point Rd, Galveston, Tx 77550

3. AIRSTA Houston: 44,000 Sq Ft, 1178 Ellington Field, Houston, Tx 77034

4. Sector New Orleans: 238,877 Sq Ft, 200 Hendee St, New Orleans, La 70005

5. Sector Houston-Galveston: 2.066 acres, 13411 Hillard St, Houston, Tx 77034

BYAPPOINTMENT ONLY

6. District 8 REPFAC: 5000 Sq ft, 2731 Chestnut St, New Orleans, La 70130

4.4 SITE VISITS

The Contractor may request site visits for the above places of performance by scheduling with the below points of contact at the service addresses:

4. SECTOR New Orleans CWO Giovanni Beltran 954-338-9059

4.5 HOURS OF OPERATION

Contractor employees shall generally perform all work between the hours of 0800 and 1600 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this PWS.

4.6 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held via teleconference.

4.7 PROJECT PLAN

The Contractor shall provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, shall include: (a) list of work to be performed; (b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and (e) how quality of service (project) will be maintained throughout life of contract. The Contractor shall provide a final Project Plan to the COR not later than 10 business days after the Post Award Conference.

4.8 BUSINESS CONTINUITY PLAN

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due 10 business days after the date of award, and will be updated on an annual basis. The BCP shall document Contractor plans and procedures to maintain support during an emergency, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

A description of the Contractor’s emergency management procedures and policy.

A description of how the Contractor will account for their employees during an emergency.

How the Contractor will communicate with the Government during emergencies A list of primary and alternate Contractor points of contact, each with primary and alternate:

4.8.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 24 hours of activation or as directed by the Government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first. In case of a life threatening emergency, the COR shall immediately make contact with the Contractor Project Manager to ascertain the status of any Contractor personnel who were located in Government controlled space affected by the emergency. When any disruption of normal, daily operations occur, the Contractor Project Manager and the COR shall promptly open an effective means of communication and verify:

Key points of contact (Government and contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

Essential Contractor work products expected to be continued, by priority

4.8.2 The Government and Contractor Project Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances. Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 PROGRESS REPORTS

The Project Manager shall provide a monthly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.10 PROGRESS MEETINGS

The Project Manager shall be available to meet with the COR upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place via teleconference.

4.11 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows 10, and Microsoft Office Applications).

4.12 PROTECTION OF INFORMATION

Contractor access to proprietary information is required under this PWS. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to business or procurement sensitive information sign a non-disclosure agreement (DHS Form 11000-6).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide the following information, data and documents to the Contractor for work required under this contract:

The Government will provide copies of the references cited in PWS 1.4 at the Post Award Conference.

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract, and shall be responsible for returning all Government furnished information, data and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information, data and documents to outside parties without the prior and explicit consent of the Contracting Officer.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in PWS 2.0 and PWS 6.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

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

7.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the

COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

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

7.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

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

NOTE: The Contractor shall submit the above deliverables (reports and other) as identified in the chart above via email, traceable means, or can be hand carried.

9.0 CONTRACTOR PERSONNEL REQUIREMENTS/QUALIFICATIONS

Copy of Permits and Licenses required by all local municipalities, and the States of Alabama, Louisiana, Texas, Arkansas, Missouri, Indiana, Illinois, Mississippi, Iowa, Kentucky, Tennessee, Nebraska, Oklahoma, and as well as all Federal permits required.

(Para 3.11)

* Certificate of Insurance as required by FAR 52.228-5 (Para 3.12)

(see note below)

Name(s), telephone number(s) and address(s) of the designated Project Manager or Supervisor (Para 7.3)

Contract Discrepancy Report (Para 8.3) (Attachment 4)

Contractor collection schedules (Para 5.1.2)

Contractor schedule for initial delivery and set up of containers at each individual service address.

(Para 5.1.2)

9.1 Work Control. The contractor shall manage the total work effort associated with the services required to assure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records and quality control. The contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements and to permit tracking of work in progress. The contractor shall plan and schedule work to ensure labor and equipment are available to complete work requirements within the specified time limits and in conformance with contract terms and conditions.

9.2 Management. The contractor shall provide an adequate staff with the necessary management expertise to assure the performance of the service required. The designated contractor personnel shall effectively communicate with all Government and non-government personnel and shall have full authority to act on all contractual matters relating to the daily performance of the contract; and, to receive, accept and sign for any notices, inspection reports and all other correspondence on behalf of the contractor from the COR/Contracting Officer. This individual shall serve as the central point of contact for the Government and shall oversee the collection operations and monitor and ensure all work is performed in accordance with the PWS and shall maintain the work specification requirements, scheduling, inspections, and safety standards. This individual shall be available when the contract work is in progress and shall have the ability to respond to the site to monitor work progress and for any other emergency, as required.

9.3 Personnel Qualifications. The Contractor shall continuously maintain an adequate staff to ensure work is scheduled and completed in accordance with the quality standards herein.

Contractor personnel not in compliance may be denied access to the Coast Guard Facility. Contractor personnel will be restricted to designated working areas. Any personnel violating this policy may lose access to the Coast Guard facility. Contractor personnel shall have photo identification at all times while working on Coast Guard facilities.

a. Language Requirement. The contractor/contractor representative must be able to read, speak, and understand English. They must be able to fulfill, completely and clearly, the reporting requirements of the contract.

b. Uniform/Appearance. Contractor personnel located onsite during normal duty hours shall present a neat appearance and shall wear distinct clothing for easy identification bearing the name of the company. The contractor shall ensure all employees wear appropriate safety equipment/clothing while collection is in progress. Any color or color combination maybe used for the uniforms except blue.

c. Communication Devices. The use of cell phones while driving (speaking or texting) on Coast Guard Facilities is prohibited. In addition, the potential exists for distraction while personnel are eating, drinking, operating radios, etc., and these activities should only be performed when the vehicle is safely stopped.

d. Requirements for escorted access. All Contractor’s or Contractor employees accessing USCG Bases or Housing Bases shall provide valid federally accepted identification and company ID card upon request. Contractor personnel shall check in with the Front Gate upon entry and shall sign the Contractor Log when checking in for service pick up. Contractor personnel shall have no felony convictions, no weapons, and no history of DUIs on Federal installations. Contractors and Contractor Employees shall be U.S. Citizens or eligible for employment in the U.S. (see below)

At U.S. Based Locations and in the U.S. Territories. Immigration status and Employment authorization must be verified with the Department of Homeland Security (DHS) in accordance with OMB Memorandum 07-21, Verifying the Employment Eligibility of Federal Employees. Acceptable DHS documents to Provide employment authorization include, but are not limited to:

1. Unexpired Permanent Resident Card (I-551).

2. Unexpired Employment Authorization Document (I-766).

3. Unexpired foreign passport with a valid I-94 or I-94A for a class of Admission that permits employment.

Contracted companies requesting access to federal installations shall comply with All requirements for minimum escort of any of their employees or Subcontracted employees, and agree to adhere to all applicable U.S. Codes, State, local and federal regulations while conducting business on or for USCG Bases and Housing Bases.

The Contractor shall provide the Name(s), telephone number(s) and address(s) of the designated Project Manager or Supervisor to the Contracting Officer Within fifteen (15) calendar days after contract award and updated as necessary during the contract period.

a. 9.4 Safety Practices. Lawn Service workers will be working on a Coast Guard military installation and must be familiar with and obey established fire, safety, environmental and security regulations. All employees shall wear a distinctive uniform and safety equipment while lawn services are in progress. The workers shall take necessary precautions to prevent safety hazards. The workers shall ensure that the work area is clearly marked at all times and take the necessary precautions to ensure safety hazards are minimized and mitigated The workers shall perform and conduct the work so as to minimize obstruction to the paved driveways and parking and walkway areas and other interference with Coast Guard operations. Lawn Service workers must follow the latest OSHA regulations on this project. Contractor employees shall be familiar with the contractor’s Safety Plan.

9.5 Protection of Property. The contractor employees shall protect the existing surrounding personal belongings and property during the course of the work. Any damage caused by the contractor employees shall be corrected at the contractor’s own expense. The contractor will be responsible for repair of any damage incurred to turf, landscaping, buildings, utilities or pavement as a result of the work at no additional cost to the government.

9.6 Standards of Conduct. All employees of this contractor in the performance of this contract, or any representative of the contractor entering this installation, shall abide by all applicable regulations and shall be subject to security checks as may be deemed necessary. The contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and for taking such disciplinary action against his/her employees, as necessary. Each contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the U.S. Coast Guard, and the Federal Government. The Government reserves the right to direct the contractor to remove an employee from the work site for failure to comply with the standards of conduct. This shall not relieve or constitute an excuse from contract performance. To maintain continuity of services, the contractor shall initiate immediate action to replace such employee, at no additional cost to the government. Employees shall be directed not to engage in conversation/disputes with the customers that are receiving services. The employee must direct all such confrontations to the COR.

10.0 QUALITY CONTROL REQUIRMENTS

10.1 INTRODUCTION

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) titled Lawn Care Service for District 8 Performance Work Statement for Grounds Maintenance. This plan sets forth the procedures and guidelines the U.S. Coast Guard will use in ensuring the required performance standards or services levels are achieved by the contractor.

10.2 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

10.2.1 Contractor QC Plan (QCP): The Contractor shall develop, submit with a quote for evaluation, and maintain a QCP delineating the Contractor’s QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements.

The program/inspection system shall establish and explain in detail how the Contractor shall sustain the quality of the services they provide. The QCP shall assure that the requirements of the contract are met. The COR will approve any changes to the QCP prior to the Contractor implementing them. If the COR perceives such changes to be other than minor, approval by the KO is necessary.

10.2.2 Closures and Delays: Closures or delays may be planned or unplanned. During a closure, the USCG is closed for business and contractors are not allowed to be onsite without prior authorization from the Contracting Officer or the COR. Planned closures will be determined in advance by the USCG Command and could include the day after Thanksgiving and other days immediately preceding or following other holidays. Unplanned closures (i.e.

inclement weather, etc.), not normally exceeding twenty (20) hours per employee per year, may occur on an as needed basis. The Contractor will be notified as soon as possible of any unplanned closures; however, during times of inclement weather, Contractors will be advised to monitor the inclement weather number for information on closures.

10.3 Purpose

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach

The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by U.S. Coast Guard to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management…