Amendment 3 Attachment I Performance Work Statement.pdf

Performance Work Statement (PWS) for

Grounds Maintenance Services

US Coast Guard Base Elizabeth City, NC

1.0 INTRODUCTION

The purpose of this Performance Work Statement (PWS) is to describe Grounds

Maintenance/Landscaping Services required by the United States Coast Guard (USCG), to be performed at the USCG Base located in Elizabeth City, North Carolina.

The service requirements/performance objectives relate directly to mission essential items as identified in the PWS, the Contractor Quality Control Plan (QCP) and the Government Quality

Assurance Plan (QASP) providing for the highest level of service delivery performance critical to mission success.

2.0 BACKGROUND

2.1. Mission. USCG Base Elizabeth City is seeking a contractor to provide personnel, management, supervision, materials, supplies, equipment, tools, transportation and other items or services necessary to perform grounds maintenance/landscaping services, in order to maintain a safe, clean, and healthy environment for all residents, military and civilian personnel, and the general public. To accomplish this, it is essential that the properties and facilities of the area specified herein have qualified grounds maintenance services.

2.2. The Contractor shall ensure services are performed in a manner ensuring the health and safety of federal employees and members of the public; as well as, the sanitary conditions and esthetic appearance of federal property as required by various federal, environmental, safety and health regulations. The Contractor shall use the PWS, as well as any approved plans, to accomplish the tasks generated for this effort and to achieve the desired quality of service.

2.3. Location. Coast Guard Base Elizabeth City is located in Pasquotank County, in Northeastern

North Carolina. Of its approximately 800 total acres, roughly 175 acres require maintenance services.

2.4. Service Areas. The 175-acre service area consists of locations within the boundaries of U.S.

Coast Guard Base Elizabeth City, Brick House Point, and the Heavy Maintenance Facility (HMF) parking lot across Consolidated Rd. from HMF 1 & 2. The airfield and Phytoremediation sites are not included. The services required are all-inclusive for the properties shown in Technical Exhibits

1-4. Refer to the technical exhibits for a breakdown of surface area (building, grounds, parking, roadways, etc). The acreage is further broken down into 2 Maintenance Level Areas, Level 1 and

Level 2

2.5. Maintenance Level Areas. The following are descriptions of grounds maintenance levels 1 and 2.

a. Grounds Maintenance Level 1: High Visibility Areas

• Grounds Maintenance Level 1 area is approximately 50 acres.

• Services under this designation are those required for highest-groomed grounds.

These areas may require additional mowing, higher level maintenance of beds, and planting of annual color flowers.

• Areas requiring this level of maintenance are listed below. These areas are also be highlighted red on Technical Exhibit 1.

o Main Gate/static display area/guard shack spanning down Moukawsher Rd. to the gym (building 5) o Base Chapel (Building 10) o ATTC Command (Building 4) o ATTC MTU (building 21, not shown on map) o Base Command (Building 35) o Air Station Command (Building 47) o UPH and Dining Facility area (Building 23 & 24) o The water side RV Park, and the rental cabins on the water front o ALC Command HMF 1 & 2, and HMF parking across the street from HMF1

& 2

b. Grounds Maintenance Level 2: Medium Visibility Areas

• Grounds Maintenance Level 2 area is approximately 125 acres.

• This designation is used for areas requiring a level of maintenance normally defined as “improved grounds”.

• Areas requiring this level of maintenance:

o All other areas listed on Technical Exhibit 1 (T-1).

2.6. Hours of Operation. Grounds maintenance schedules/hours are to be approved by the

Contracting Officer's Representative (COR), prior to performance. Except for Federal Holidays, normal working hours at Base Elizabeth City are Monday through Friday, 7:00 a.m. to 4:30 p.m.

3.0. SCOPE OF WORK

3.1. Objective. The objective of this effort is to acquire Grounds Maintenance/Landscaping

Services for all areas listed in section 2.4 and 2.5. These areas include, but are not limited to, sidewalks, roads, parking areas, fields, perimeter fence, waterfront, riprap, beach, and forest areas.

The contractor shall provide all labor, experienced personnel, equipment, tools, materials, transportation, supervision and management and any other items necessary to perform the services required in order to maintain healthy grass, trees, shrubs, hedges, flowers, and other plants. The services shall be furnished in a manner providing superior customer service. Ultimately, the grounds shall present a healthy, clean, neat, and professional appearance. All work shall be completed in accordance with all the terms and conditions of the contract.

3.2. The Contractor shall use the PWS, as well as any approved plans, to accomplish the below listed tasks.

a. Grass Cutting/Mowing, Edging, and Trimming

b. Tree, Plant, and, Shrub Pruning

c. Weed Control

d. Shred bed Maintenance & Tree Mulching

e. Leaf Removal

f. Removal and Disposal of Lawn Debris/Litter

4.0. APPLICABLE DOCUMENTS

4.1. CG References and Instructions. The Contractor shall comply with all applicable federal, state, local, municipal laws, regulations and requirements; all industry standards/references; and, all

Government and Coast Guard Policies, attachments and exhibits listed in the table below applicable to the performance of the contract and to contractor personnel. The contractor shall instruct and guide its employees regarding any directives provided by the Coast Guard. The

Government will provide all publications listed upon request. 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 any unused forms.

Publication Number Title Date Provided

COMDTINST M4500.5 Property Management Manual 07/1998 As necessary

COMDTINST M5100.47C Safety & Occupational Health Manual

2/2019 As necessary

COMDTINST M6000.1A Medical Manual, Chapter 7 6/87 As necessary

COMDTINST 16478.1B Hazardous Waste Management 3/87 As necessary

COMDINST M110000.7 Facilities Energy Manual 02/1999 As necessary

COMDINST M11000.11B Coast Guard Civil Engineering Manual

12/2014 As necessary

COMDTINST M1020.6D Coast Guard Uniform Regulations 07/2003 As necessary

COMDTINST M5530.1A Physical Security Manual 12/2001 As necessary

CG Base Elizabeth Inst. Regulations Governing Visitors, Base Access and Passes

12/09 As necessary

COMDTINST M5090.3 Natural Resources Management 12/1997 As needed

COMDTINST M16455.10 The Emergency Planning and Community Right to Know Act

3/2013 As needed

SILC Stormwater PGTO Procedures for Managing Storm water Discharges Associated with Unit Operations

10/2013 As needed

Spill Prevention Control and Countermeasures Plan

SPCC USCG Base Elizabeth City 11/2016 As needed

Stormwater Pollution

Prevention Plan

SWPPP USCG Base Elizabeth City 3/2017 As needed

Stormwater Permit NCDEQ

No. SW7091117

USCG Exchange, Thrun Hall

Barracks and Galley Wet Pond Permit

3/2011 As needed n/a Coastal Area Management Act

(CAMA)

1974 As needed n/a Coastal Zone Management Act

(CZMA)

1972 As needed n/a Clean Water Act (CWA) 1972 As needed n/a Miscellaneous Forms and Documents

All As necessary

4.2. Technical Exhibits:

• Technical Exhibit 1 - (T-1) Base Map with Level 1 areas highlighted in red.

• Technical Exhibit 2 - (T-2) Brick House Point Map

• Technical Exhibit 3 - (T-3) Base Map with Building Legend

• Technical Exhibit 4 - (T-4) Pictures of the Base Facilities and Grounds

5.0. COMPLIANCE

5.1. Compliance. - The Contractor shall comply with all Federal, State, and local laws and regulations. The Contractor shall also comply with Coast Guard policies, technical orders, executive orders and onsite environmental plans and permits as specified above and below.

Services shall be performed consistent with current industry practices, and, in accordance with established standards of the National Arborist Association, and the local county extension office.

5.2. Insurance. Prior to starting work under this contract, the contractor shall obtain and provide the required insurance, taxes, wages, and permits/licenses and shall maintain such certifications throughout the term of this contract. Contractor shall provide a copy of the certificate of insurance annually.

5.3. Environmental Protection. The Contractor shall utilize environmentally safe products and equipment and qualified personnel to ensure the health and safety of all, in compliance with the requirements of the Occupational and Safety Hazard Administration (OSHA), the Environmental

Protection Agency (EPA), The Clean Water Act (CWA), the Federal Insecticide, Fungicide, and

Rodenticide Act (FIFRA) and the regulations, standards and policies of the USCG Base Elizabeth

City, NC. All environmental protection matters shall be coordinated with the Contracting Officer and/or COR.

a. The Contractor shall dispose of and/or cleanup of any pesticide, chemical, oil or hazardous material spills resulting from the Contractor’s operations, in accordance with Federal, State and Local regulations.

b. In the event a regulatory agency assesses a monetary fine against the Government for violations caused by the Contractor’s actions, omissions, intentional conduct, or negligence, the Contracting Officer will deduct the fine from any funds due to the

Contractor.

c. Finally, the Contractor shall comply with instructions from the Environmental Compliance

Branch staff at CG Base Elizabeth City Unit with respect to avoidance of conditions which create a nuisance or which may be hazardous to the environment or the health or safety of any personnel.

5.4. Chemicals. Chemicals, if utilized, shall meet EPA requirements and be applied in accordance with manufacturer's procedures and recommendations. This shall include chemical eradication of all grass and weeds to the infield of the softball field. Eradication by chemical means may be utilized only in designated areas or when approved by the COR and Base Environmental Branch.

a. All Herbicides used by the Contractor shall be registered with the Environmental Protection Agency (EPA) and applicable state lead agency for the use intended. Herbicides shall be applied when prevailing weather conditions are favorable for proper coverage and as not to be spread into areas where vegetation is required.

b. The Contractor must possess a North Carolina Department of Agriculture & Consumer Services License/Certificate Class 026-Ground Pest Applicator to perform Grounds Maintenance Services at the Coast Guard Base property. A copy of all required licenses, certifications and/or permits by the State of North Carolina shall be submitted as specified in section 7.0 of Deliverables.

c. The types of pesticides/herbicides to be used shall be identified in the Annual Grounds Maintenance Plan.

d. The Base Unit’s Base Environmental Branch must approve all chemicals prior to use. The Contractor shall submit the manufacturer's Safety Data Sheet (SDS) for a proposed chemical for approval to the COR and Base Environmental Branch at least one (1) week prior to use and immediately for any changes thereafter.

e. Only Certified Pest Control Applicators shall apply Pesticides/Herbicides.

f. All chemicals shall be applied in strict compliance with the product's EPA or state of North Carolina registered labeling/guidelines within Technical Data Sheets and mixing instructions. All manufacturers' instructions and recommendations for the preparation and application of chemicals shall be strictly followed. The Government has the right to inspect mixtures and products being applied to government owned property, at any time.

5.5. Equipment/Operators. The Contractor shall furnish all supplies, material and equipment, of the size and type customarily used for grounds maintenance, needed for the performance of the work. All power operating equipment, trucks, lawn mowers, tractors, etc, and all hand or vehicular tools shall be operated within the safety parameters as defined by the manufacturer and OSHA;

and, shall be carefully maintained and operated with proper safety guards, grass shoots and other safety devices down and in place and with consideration when near pedestrians, vehicles equipment or buildings. All equipment operators shall be qualified operators of their power equipment, trucks, streets sweepers, etc. in accordance with local regulations; and, shall wear safety protection equipment to include protective goggles (safety glasses) and clothing (gloves, hearing protection, helmets, etc.) as required by the equipment manufacturer, OSHA and local safety requirements when on site.

a. Contractor Equipment Storage Area. The government will designate an appropriately-sized location for minimal storage of the contractor’s equipment, supplies, materials, property. Unless approved by the COR and Base Environment Branch, chemicals cannot be stored in this location.

i. The Contractor is responsible for any and all equipment, supplies, materials and property stored on the complex.

ii. These areas are to be kept in a neat, safe, and organized manner.

iii. Without proper training, as described in section 5.5.(b), no equipment maintenance shall be allowed in these areas.

iv. Any equipment found to be leaking fluids shall be immediately repaired or removed from the complex by the Contractor.

v. The Government will not take responsibility for any damages or occurrences affecting contractor property, supplies, materials and equipment.

b. Equipment Maintenance. No maintenance of equipment, trailers, vehicles, mowers or tractors shall be conducted on Base Elizabeth City, except in approved areas and with proper containment and applicable spill materials within a reasonable distance.

i. All conducting maintenance onsite must be trained in accordance with Base plans and Permits listed above, by Base Environmental Branch annually. Such training must be documented and maintained by Base Environmental Branch.

ii. No equipment shall be refueled on a pervious surface (i.e. soil, grass, asphalt) or within 20 feet of a storm drain. A spill kit must be in the vicinity of the equipment being refueled.

iii. Petroleum’s, Oils and Lubricants (POL) shall not be stored onsite, outside of approved Hazmat lockers, and/or without proper Base Environmental Branch Spill

Prevention Control and Countermeasures Plan (SPCC) training.

iv. All fuel or used oil tanks in or out of vehicles must be double walled and meet all requirements for proper venting, closures and inspection under API and STI.

v. All tanks, jerry cans and dispensing devices must be preapproved by the Base

Environmental Branch SPCC Manager.

vi. All tanks above 54 gallons, whether stationary, mounted on equipment, or in vehicles, must be documented on the Base SPCC, prior to transporting on Base.

vii. Product shall not be kept in excess of daily usage at any time, in any storage area.

Products must be preapproved prior to transporting on base in accordance with all

Hazcom training, OSHA 1910.1200 regulations, and Base Authorized Chemical

Use criteria.

viii. Access shall be provided to the government to inspect equipment and storage areas at any time.

5.6. License/Permits. Prior to starting work under this contract, the contractor shall obtain the necessary permits and licenses in accordance with the requirements of the municipality, county, and state of North Carolina and shall maintain licensing throughout the term of this contract.

a. In the case of new employees, the required licenses and permits shall be obtained no later than five (5) work days after the date of hire. Licenses and permits much be obtained before the employee is deployed to work under the requirements of this PWS.

5.7. Safety Requirements/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.

a. The Contractor shall develop and submit the initial Safety Plan with the proposal as part of the Quality Control Plan (see Section 9.0). When changes are necessary, it shall be updated accordingly.

b. The Contractor's safety plan shall comply with all Federal and State laws, including

OSHA, regulations set forth in 29 CFR 1910 and 29 CFR 1926, and in Commandant

Instructions M5100.47C and M11000.11. (Available upon request).

c. The work site shall be open to random OSHA inspections at all times.

5.8. Damage and Repair. The Contractor shall report any and all damages to government and/or personal property (i.e. vehicles, property, materials, equipment, campers), as well as damages done to the grounds (rutting, etc.), immediately after occurrence. The Contractor shall have 30 calendar days to make any necessary repairs to restore damaged property to original condition.

5.9. Annual Grounds Maintenance Plan. The Contractor shall prepare and submit an Annual

Maintenance Plan, as specified in PWS Section 7.0, Deliverables. The Annual Maintenance Plan must be approved by the COR within 15 days before the contract start date and by the 15th day of each new performance period thereafter.

a. The Plan shall list, by month, all the requirements for each level, by area/site location, and the proposed frequency for accomplishing this task to be performed during the annual period of the contract. It shall be tailored to local condition requirements, vegetation types, and climate.

b. The Plan shall include all work the Contractor intends to complete in each upcoming quarter, including a work item checklist and monthly inspection schedule.

c. The plan shall include how the Contractor proposes to meet the requirements of Section

5.0, Compliance.

d. Deviations from the Plan shall only be due to inclement weather, convenience to the

Government, or as discussed with and approved by the COR. Any changes to the Plan shall be requested in writing by the Contractor and submitted to and approved by the

COR and Contracting Officer prior to implementation by the Contractor. The Contractor shall use the Annual Work Plan as a basis for preparing the Monthly Work Schedule.

5.10. Monthly Work Completion Schedule. In conjunction with the Annual Maintenance Plan, the

Contractor shall also establish and maintain a Monthly Work Completion Schedule for performance of work, which shall be submitted as specified in PWS Section 7.0, Deliverables.

These schedules shall be submitted to the COR by the 15th day of the preceding month showing the work to be completed during the subsequent month.

a. The schedule shall contain, at a minimum, the day the task will be performed, the contract reference which requires the work to be performed, and the location where the work will be performed.

b. The schedule shall also contain a foul weather plan to be implemented in the event rain or other foul weather delays standing work.

c. The Contractor shall submit a request to the COR at least 2 working days prior to making any changes to the current monthly work schedule. This notification shall be made in writing and is subject to approval by the COR.

5.11. Staffing Plan. The Contractor shall provide a qualified On-Site Working Supervisor to manage Contractor personnel at the work site at all times while work is being performed for this contract without exception. This person shall be an individual of unquestionable integrity, experienced with managing personnel, scheduling, operations, practices, techniques, and have full authority to act for the Contractor on all matters relating to the daily performance of the contract work. The individual shall be the primary point of contact with the Government; and, shall effectively communicate in English. The on-site supervisor shall be available to discuss contract matters and performance issues with the Contracting Officer and/or the COR within one hour of notification during the core hours of 7:00 a.m. to 4:00 p.m., Monday through Friday. This can be accomplished in person, or by telephone, as appropriate depending on the circumstances. When the On-Site Working Supervisor is absent for an extended period (more than 4 hours), the COR shall be notified and the Contractor shall appoint a qualified substitute. The supervisor shall provide the COR a cellular phone number where they can be reached at all times during the working hours.

5.12 Post Award Conference. At least 5 days before contract start date, the Contractor shall meet in conference with the Contracting Officer, COR, and Base Environmental Branch. Scheduling and contract administration will be the main focus.

5.13. Performance Evaluation Meetings. The Contract Site Supervisor/Manager may be required to meet at least weekly with the COR during the first month of the contract. Thereafter, meetings will be held as often as the COR deems necessary. Time and place of the meetings will be mutually agreed upon between the Coast Guard and the contractor.

5.14. Contract Discrepancy Report (CDR). When a discrepancy exists, the contractor shall be required to complete Block 4 of a CDR, which will be submitted to the contractor at the time of issuance. The Contracting Officer will evaluate the contractor’s explanation and determine the next course of action. The Contractor may request a meeting whenever a Contract Discrepancy

Report (CDR) is issued.

6.0 SPECIFIC TASKS

6.1 Grass Cutting/Mowing. Lawn areas shall be maintained in a manner promoting proper health, growth, and neat appearance.

a. Grounds Maintenance Level 1. Ground cover is to be maintained at a height range of not more than 3 - 4 inches.

b. Grounds Maintenance Level 2. Ground cover is to be maintained at a height of not more than 5 inches.

c. All surface disruptions (e.g., ground hog mounds and mole mounds) shall be raked level.

Any resulting holes shall be filled prior to mowing.

d. Grass cutting shall be accomplished in such a manner free of scalping, rutting, bruising, and uneven and rough cutting.

e. The Contractor shall sweep/blow all sidewalks, roadways, areas designated for vehicle parking, and other paved areas to remove grass clippings the same day as mowing adjacent grass areas. Visible rows of grass clippings shall not be allowed to remain on cut areas.

6.2. Edging. The Contractor shall edge in conjunction with mowing.

a. The Contractor shall perform edging in a manner free of scalping, rutting, bruising, uneven, and rough cutting.

b. Edging shall be performed along all sidewalks, driveways, curbs, parking lots, slabs, pads, and other paved surfaces, and around all gardens, beds, and other cultivated areas.

c. The Contractor shall perform edging in such a manner that there is no vegetation closer than 1/2 inch from pavement, curbs, and sidewalks. Care is to be employed where tree roots are in close proximity to curbs and sidewalks.

6.3. Trimming. Within three days of each mowing. The Contractor shall trim around trees, shrubs, cultivated areas, fences, poles, walls, valves and other, similar objects.

a. Trimming shall be accomplished to match the height and appearance of surrounding vegetation.

b. Trimming shall be done in such a way as to avoid damaging the trunk, bark, or roots of trees or shrubs.

6.4. Plant and Shrub Pruning. The Contractor shall prune all shrubs, bushes, hedges, and other cultivated plants according to their natural growth habit, for their proper health, attractive appearance, and to prevent interference with pedestrian and vehicle traffic.

a. Pruning is to be done in a manner preventing growth in front of windows, over entrance ways and walks and within 6 inches of building roofs. It should also prevent visual obstruction at street intersections.

b. Pruning shall remove dead, damaged, or diseased wood.

c. With the exception of flowering plants, shrubs, and ornamentals, which shall be pruned to accommodate their flowering cycle, pruning of the entire plant or shrub shall be performed to maintain their established shape and appearance. Prune to maintain the plants outward facing bud.

d. All debris lodged in shrubs, hedges, fences, and along walls shall be removed.

6.5. Tree Pruning. The Contractor shall prune all trees according to their natural growth habit, to evenly form and balance the tree, to promote proper health and growth, and to prevent interference with pedestrian and vehicular traffic. Pruning is to be done in a manner that removes dead, damaged or diseased wood, or structurally weak limbs that may cause a safety hazard; cut off all low hanging branches to a minimum clearance height of 14 feet over and near roads, removes branches that extend over buildings, endanger roofs, eaves and windows or hang within 9 feet of sidewalks, parking lots, and driveways; provides clearance for buses, moving vans, and similar vehicles along streets; cuts back branches that overhang or grow into power lines or lamps;

anticipates the effects of wind on branches which might fall on power lines; shapes the entire tree rather than notch the top; and prevents growth of small trees in front of windows and over entrance ways or walks which will obstruct vision at street intersections.

6.6. Weed Control. For ALL Grounds Maintenance Levels. The Contractor shall perform weed control to prevent the encroachment of weeds into established landscapes, including lawn areas and around trees, shrubs, flower beds, etc.

a. All beds, parking areas, sidewalks, and building edges shall be kept free of weeds and unsightly grass at all times.

b. Weed control shall be performed to eliminate grass and weeds in cracks and joints within or along sidewalks, curbs, parking areas/lots, and roads ways.

c. Plant beds and special landscaped areas shall receive weed control to eliminate unsightly and/or noxious weeds.

d. Weed control in all plant beds shall be performed by pulling the weeds by hand or use of

EPA and Base Elizabeth City Environmental approved chemicals and in areas of limited growth to prevent the encroachment of vegetation into perimeter fences, buildings, roads, shore lines, wharfs, rip rap, and retaining walls.

e. Weed control shall extend, no more than 6 inches on either side of perimeter fences and roads unless otherwise noted on drawings or directed by the COR.

f. Aquatic Safe herbicides are the only products to be used in the rip rap along the north side of the facility.

g. Herbicides shall not be sprayed in excess of the weed ridden areas.

h. Any vegetation with root base large enough to disturb/move rip-rap shall be cut down and removed away from the water and properly disposed of in the proper landfill.

i. Storm water drains, ponds and swales, shall be kept clear of all cut grass and debris.

6.7. Annual Color Flowers. The contractor shall prepare the soil and plant perennials/annuals bulbs and plants in various areas of the flowerbeds. Specific plant type/species will be submitted and approved by the COR. Annual color (flowers) shall be maintained to prevent unsightly plants year round.

6.8. Recycling of Plant Matter. Leaves, limbs, bark, stumps, grass clippings, and other plant matter may be shredded or chipped and composted for use around plants maintained under this contract, as approved by the COR.

6.9 Shrub Bed Maintenance and Tree Mulch. Contractor shall semi-annually inspect all tree, flower and shrub beds for evidence of disease, pest infestation, or any other harmful condition and edge back turf to establish original shrub bed border and provide findings in an annual report to the

COR. The contractor shall maintain top dressing in all existing mulched Tree, flower, and shrub beds with similar approved material to an average depth of 2 inches but not greater than 3 inches.

Flower bed mulch should never cover or interfere with the natural ventilation weep holes and drainage systems along brick buildings. Tree and shrub mulch should allow for natural growth of the spices of plant. Plastic under mulch shall be removed when found and not used. The mulch pile shall have a recessed top so as to catch water rather than repel it. New mulch shall be installed to an average depth of 2 inches, but not greater than 3 inches.

6.10. Fertilization and Soil Additives. For Level 1 Areas, The Contractor shall perform fertilization and apply soil additives (lime, sulfur, etc.) in a manner promoting proper health, growth, color, and appearance of cultivated vegetation.

a. The method of application, frequencies, and dates of fertilization and application of additives shall be identified in the Annual Grounds Maintenance Plan.

a. The fertilizer and soil additives must be approved by the COR and Base Environmental

Branch prior to use. All materials shall be applied in accordance with the manufacturer's recommendations.

b. Any vegetation damaged or destroyed by improper fertilizer/additive application shall be replaced in kind and any damage shall be corrected by the Contractor at his own expense.

6.11 Seeding and Over Seeding: For Level 1 Areas. The Contractor shall seed and over-seed all lawn areas. Seeding shall be accomplished annually and any bare spots developing during the spring and summer season shall be planted and overplanted with native/current grass. The

Contractor shall spot seed bare areas with a suitable summer grass, such as summer rye, to prevent erosion until the area can be permanently re-sodded. Seeding shall be performed when prevailing weather conditions are favorable for proper growth. Seeded areas shall be prepared to ensure good contact between the seed bed and the newly sown seed. Winter seed shall be planted in level 1 areas prior to onset of cool weather allowing proper growth for the winter season.

6.12. Leaf Removal. The Contractor shall remove fallen leaves to include leaves, evergreen needles, and other fallen vegetation so as to prevent an unsanitary, unsightly, or unkempt appearance. The Contractor shall collect the removed leaves and other vegetative debris.

NOTE: This section does not relieve the Contractor of the responsibility to remove debris from catch basins, drain openings, and culverts.

6.13. Clean-up, Waste and Disposal of Debris. All cuttings and debris (grass clippings, leaves, evergreen needles, pine cones, pine needles, fallen branches, trash, stones/dirt, cut weeds, dead carcasses, and other debris) incident to mowing, trimming and edging, shrubbery/hedge trimming/pruning, tree trimming/pruning, etc. shall be removed from Government property and disposed of in compliance with all Federal, State and Local laws and regulations at the Contractor’s expense regularly and properly with each service.

a. No debris is to be discarded in the Pasquotank River. This is to include used trimming line and other debris caused by equipment maintenance, and removal of debris from catch basins, drain openings, and culverts.

b. Debris shall not be permitted to accumulate in open spaces.

c. The Contractor shall not use Government compactors, dumpsters or containers for disposal.

The contractor can dispose of litter picked up during the course of trimming and cutting turf

(paper, plastics, glass, cigarette butts, etc.) into the USCG containers.

7.0 DELIVERABLES

The Contractor shall submit the following Deliverables in accordance with the table below.

Two (2) copies of each Deliverable shall be provided as follows: one (1) for the Contracting

Officer and one (1) for the COR, unless otherwise noted. It is the responsibility of the contractor in meeting the deliverable format, content and schedule in accordance with the table below. Electronic submissions are acceptable provided the format is compatible with

MS Word 7.0.

DELIVERABLES Frequency To Whom

Date Required

Key Personnel List Updated as needed Contracting

Officer Submit with offer

Copy of North Carolina Department of Agriculture & Consumer Services License/Certificate Class 026- Ground Pest Applicator Updated as needed

Contracting

Officer

Submit with offer

Draft Annual Grounds

Maintenance Plan Once

Officer Submit with offer

Annual Grounds Maintenance

Plan

Annually

COR &

Contracting

Officer

Within fifteen (15) days before Contract Period of

Performance start date; and then annually with new performance period thereafter.

Monthly Work Completion Schedule

Monthly

Contracting

Officer

Within fifteen (15) days before Contract Period of

Performance start date; and then no later than the 15th day of the preceding month.

Quality Control Plan (QCP)

(to include staffing, assignments and training schedules)

Updates as needed

Within fifteen (15) days after contract award date

List of Employee Names, to include List of Qualified

Personnel with required

License, Permit and/or Certification

Update as needed

Within fifteen (15) days of contract start date.

List of Pesticides/Herbicides, Label Book and MSDS sheets

Updates as needed

Within one week prior to use.

Certificate of Insurance as required

Annually

Officer

NLT 10 days of contract award; then Anniversary of policy renewal.

Contract Discrepancy Report As needed

Contracting Officer

Within five (5) days of receipt from COR

8.0. PERSONNEL REQUIREMENTS/QUALIFICATIONS

8.1 General. 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 provide staff with the necessary management expertise to assure the performance of the required work. The Contractor shall also provide, trained and experienced personnel, who meet established standards, to effectively perform the required services and who exhibit capability to perform with minimum supervision.

8.2. Standards of Conduct. 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.

a. 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. Any color or color combination maybe used for the uniforms except blue. Clothing not to be worn: tube tops, tank tops, shorts, leotards, sandals, cutoffs, multicolored pants/shorts, or items in disrepair are not acceptable or any other inappropriate clothing as determined by the COR.

b. Alcohol and Controlled Substances. Contract employees shall not possess, distribute, consume, use or cause to be used any controlled substance or alcohol on the job site on

Government property. Any contractor or contractor employee found to be in violation of this section will be permanently prohibited from the Coast Guard property. Actions taken under this section shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this contract

c. Smoking. The contractor shall utilize designated smoking areas only. Smoking is prohibited while operating equipment. Throwing cigarette butts on grounds after smoking is prohibited. Contractor shall dispose of all cigarette butts in appropriate designated containers.

8.3. Security. The Contractor shall provide to the COR, within fifteen (15) days of the contract start date, a list of all personnel proposed to work on this contract; the list shall be updated when changes occur (See 7.0 Deliverables). Contractor personnel not listed may be denied access to the

Coast Guard facility. All personnel employed by the Contractor or any representative of the

Contractor entering the Government Installation shall conform to all security. Base access regulations which may be in effect during the contract period and shall be subject to such checks as may be deemed necessary to assure that no violations occur. 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. Contractor vehicles or Personally Owned Vehicles (POV) require valid registration and inspection certificates, motor vehicle operator license and insurance documentation for access to USCG Base Elizabeth City. Rapid Gate is available for Base access and is the preferred process.

8.4. Employee Safety Requirements. The contractor shall require their employees to comply with the instructions pertaining to conduct, safety and health regulations forming a part of this contract.

All equipment operators shall wear safety protection equipment required or recommended by the equipment manufacturer and OSHA; and, all power operating equipment, truck, hand, mechanical or vehicular tools, etc. shall be operated within the safety parameters defined by OSHA. Equipment shall be carefully maintained and operated with proper safety guards and devices installed and fully operational and with discretion when near pedestrians or building residents. All employees must wear safety vest when working by roads and areas with vehicular traffic.

8.5. Employee Training/Operating of Equipment: The Contractor shall ensure all employees have been properly trained, certified, and/or licensed to operate power equipment, trucks, etc. and shall maintain records of all training, qualifications and certifications to made available for Government review upon request.

a. The Contractor shall provide training to all employees, to ensure the competencies in performing tasks are met to prevent the endangerment of personnel or public.

b. At no time shall the safeguards on lawn mower, edger, weed eater or any other power equipment with safety measures be up or used improperly; therefore all safeguards must be in place and operational at all times.

c. All accidents, which may occur during the performance and/or results in injury, death, or property damage, shall be reported in writing to the Contracting Officer and COR within 24 hours after such occurrence. Such report shall give full details of the accident involved, including statements of all witnesses. If any claim is made against the Contractor by a third party as a result of any accident, which occurs in connection with performance of this contractor, the Contractor shall promptly report the fact, in writing, to the Contracting

Officer and COR.

d. Employees shall refrain from the use of RADIOS or CELL PHONES while operating equipment. Use of cell phones while operating a vehicle is prohibited on Coast Guard Base

Elizabeth City at all times.

e. Contractor shall train personnel to spray weed killer a minimum of 2 inches, maximum of 6 inches, from base of buildings, trees, and sign post and fence lines. Contractor shall either use a weed eater or small mower when performing services in the aforementioned areas to avoid damaging of Government property. Damages that occur shall be reported immediately to the COR.

8.6. Employee Removal. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with these standards. The Contractor shall immediately replace such employee to maintain continuity of services at no additional cost to the

Government. If any Government or personal property is broken or damaged by the Contractor employees, the property will be replaced in kind or repaired. The Contractor shall ensure that all items of a personal nature or monetary value found by Contractor employees are turned in to the

COR as soon as possible.

9.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

9.1 Contractor Quality Control Plan (QCP). In this contract the Quality Control Program is the driver for product quality. The Contractor shall develop, maintain and submit, as required by 7.0

Deliverables herein, for evaluation a complete 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 providing the grounds maintenance services required.

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 Contracting Officer is necessary. The QC Plan that is acceptable to the Government and which assures the requirements of the contract shall be met, shall be submitted by the contractor as specified in Paragraph 7.0, Deliverables, herein.

9.2. QC Program/Inspection System. The QC system shall encompass all functions of the contract.

It must specify areas to be inspected on both a scheduled or unscheduled basis and list the title(s) of the individual(s) conducting the inspection. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QC system shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality, to include timely and effective corrective action for all deficiencies. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made, number and type of deficiencies found, and the nature of corrective action taken as appropriate.

9.3. Contents of the QC Program/Inspection System shall include, but are not limited to, the following:

• Introduction to the Quality Control System:

o Objectives in using Quality Control

• Quality Control Process for the Various Tasks identified herein:

• Steps for inspecting contract performance during regularly scheduled/unscheduled inspections; method of documenting and enforcing quality control operations.

• Inspection Procedures (to include checklists used by the contractor in inspecting performance during regular scheduled or unscheduled inspections) to identify conformance indicators and actions taken if nonconformance is found covering all the service requirements of this contract.

• A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspections point out the deficiencies.

• Specific Quality Control Functions:

• Training plan outlining names, topics, and completion dates; and, the name(s) of the individual(s) who will perform the training.

• Labor practices (hiring, retention & rewards and substitutions).

• Safety Plan

• Special Events/Requirements - procedures to be used;

o Coast Guard Day- first week of August (large event) o Change of Commands- normally summertime. The COR will notify the Contractor as soon as possible prior to the event.

o VIP visits- various dates and times. The COR will notify the Contractor as soon as possible prior to the event.

• Missed Scheduled Services

• Strike/missing employee contingency

10.0 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

10.1. Fundamental Government Responsibilities. The Contracting Officer Representative (COR) is responsible for representing the Contracting Officer in all facets of quality for the services required. The COR will carry out inspections, reviews and approvals handle deficiencies; and, ultimately accept on behalf of the Contracting Officer. The functions of the COR are identified in paragraphs 9.2 and 9.3 below. Government personnel, such as a Quality Assurance Evaluator

(QAE), other than the Contracting Officer and the COR from time to time, may observe the

Contractor’s operations. However, these personnel MAY NOT direct or interfere with Contractor performance.

10.2. General Monitoring Functions. To facilitate the surveillance of the Contractor's Quality

Control Program by the Government, the COR will verify contractor compliance with designated contract/performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor is subject to re-performance (at the company’s expense). With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor's QCP regularly for compliance with the contract requirements.

10.3. Specific Quality Assurance/Monitoring Functions. The COR will establish an Inspection

Schedule using the Quality Checklists from the Contractor’s QC Program. The COR will perform the following qualitative and evaluative functions, which comprise the Government Quality

Assurance Surveillance Plan (QASP):

• Carry out periodic inspections using the Quality Checklists

• Report any findings resulting from these inspections to the Contractor/Contracting

Officer.

• If discrepancies are discovered as a result of the periodic inspections, or any other means, use a CDR to communicate them to the contractor (through the Contracting

Officer) and follow up to ensure nonconformance is corrected (see 7.0 Deliverables).

• Meet with the Contractor’s Manager as agreed to or as often as necessary. Any area(s) of non-concurrence by the Contractor must be specified in writing to the COR within an agreed upon time by the Contractor and COR.

• Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Surveys will be conducted verbally, by email, or work order. Any discrepancies found will be handled as described.

• Take appropriate actions based on Health, Safety, Environmental and any other inspection results.

• Perform annual and final Performance Evaluations

10.4. Service Requirements Summary (SRS). The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items as identified in the PWS.

These requirements are critical to mission success and are identified in the table below:

Performance Objectives for Grounds Maintenance/Landscaping at Coast Guard Base Elizabeth City, NC

% of the

Time

Ability of full-time On-Site Supervisor to manage Contractor personnel at the work site 100%

Perform all scheduled Grounds Maintenance in accordance with the established task/frequencies

100%

Provide sufficient labor to ensure there is no impact on operations during contingency operations and special events

100%

Compliance with ALL Federal, State, local and Coast Guard regulations, policies and requirements; and industry standards and best management practices. This will include proper training of all contractor employees.

100%

Receipt of all required permits and licenses; ensure compliance with all Federal, State and/or local regulatory requirements.

100%

Maintaining equipment in good and workable condition; with safety precautions and requirements a priority focuses.

100%

Ensure all High Visible Areas are maintained in a manner that promotes growth, a rich green natural color, a neat appearance and free of weeds.

100%

Development and submission of monthly reports and other deliverables as required. (Section 7 Deliverables)

100%

Quality Assurance Surveillance Plan (QASP). The QASP has been developed to evaluate contractor actions and is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Requirements Summary (SRS). The QASP is based on the premise the government desires to maintain a quality standard for this service contract. 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.