PWS_for_Grinding_Services_USNA_(final).docx

United States Department of Agriculture

Research, Education, and Economics Agricultural Research Service

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

PREPARED BY

U.S. NATIONAL ARBORETUM (USNA)

FOR

GROUND MAINTENANCE GRINDING SERVICES

SECTION 1 –GENERAL INFORMATION

1.1 BACKGROUND

The United States National Arboretum (USNA) located at 3501 New York Avenue, N.E., Washington, D.C. has 446 acres and includes research fields, gardens and collections. Activities at the Arboretum involving the contractor and employees must emphasize zero impact upon these valuable horticultural resources and events.

1.2 SCOPE OF WORK

USNA requires on-site labor, parts and materials to perform grinding of mulch, woodchips, logs and brush in various volumes to ensure USNA grounds are in a manner that promotes the growth of healthy grass, trees, shrubs and plants and presents a clean, neat and professional appearance.. Estimated volume for mulch and woodchips are 450 and 600 cubic yards. Estimated volume for logs and brush are 2000 cubic yards.

1.3 HOURS OF OPERATION

USNA requires performance of services during normal working hours which are 6:30am to 5:30pm Monday through Friday.

1.4 QUALTIY CONTROL

The Contractor shall develop and maintain a quality control plan to ensure services are performed in accordance with commonly accepted commercial practices and services. The plan shall include procedures to identify, prevent and ensure that non-performance and/or continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the Government Point of Contact and the Contracting Officer for review, comments (as needed) and approval no later than two weeks (14 days) after award. At a minimum, the contractor shall address quality control procedures for each performance task/indicator as identified in the Performance Summary – Technical Exhibit 1.

1.5 QUALITY ASSURANCE

In accordance with the Inspection of Services clause [FAR Clause 52.246-4, Inspection of Services –Fixed Price (AUG 1996). The Government will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with the requirements set forth in this contract. The Government Point of Contact may inspect actual task performance, physically checking an attribute of the task, checking a report, investigating customer complaint or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The Government Point of Contact will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of surveillance then become the official USNA record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the Government Point of Contact will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the Contractor. The contractor shall respond to the CAR instructions provided and return it to the Government Point of Contact and the Contracting Officer within 10 days of receipt.

1.5-1 SURVEILLANCE METHOD(S):

· 100% SURVEILLANCE; This method requires the Government to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the Contractor shall re-perform service immediately, if appropriate, or within a reasonable time period at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes. Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation.

· RANDOM SAMPLING; Random sampling is an appropriate method for frequently recurring tasks. The Government Point of Contact will evaluate randomly selected samples of the activity to determine the acceptability of the entire requirement. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Government Point of Contact. Failure to meet performance in any one month period as outlined in the Performance Summary-Technical Exhibit 1 shall result in a warning or letter of concern from the Contracting Officer. Failure to meet performance in any combination for any two, or more consecutive or no-consecutive months during the contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

· CUSTOMER COMPLAINTS; The Government Point of Contact will receive and investigate complaints and will be responsible for initially validating customer complaints. The Contracting Officer shall make the final determination of the validity of customer compliant(s) in cases of disagreement with the Government Point of Contact and the Contractor. Exceeding the performance threshold in any one (1) month period shall result in a warning or letter of concern from the Contracting Officer. Exceeding the performance threshold for any two (2) or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

· PERIODIC SURVEILLANCES; This method requires the Government to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the Government Point of Contact. Failure to meet performance in any one month period as outlined in the Performance Summary-Technical Exhibit 1 shall result in a warning or letter of concern from the Contracting Officer. Failure to meet performance in any combination for any two, or more consecutive or no-consecutive months during the contract period shall constitute an immediate Progress Meeting with the designated Government Point of Contact and the Contracting Officer. All remedies shall be in accordance with the contract terms and conditions.

1.6 GOVERNMENT RECOGNIZED HOLIDAYS

New Year’s Day - January 1

Martin Luther King Birthday - 3rd Monday in January

Presidents’ Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day- July 4

Labor Day- 1st Monday in September

Columbus Day - 2nd Monday in October

Veterans’ Day - November 11

Thanksgiving Day - 4th Thursday in November

Christmas Day - December 25

If a holiday falls on a scheduled service day, the Contractor will be responsible for coordinating with the designated Government point of contact to reschedule service.

SECTION 2 – SPECIFIC TASKS

2.1 PERFORMANCE REQUIRMENTS - Contractor shall provide the following:

· A cubic yard rate to include all equipment transportation fees, operators, all labor, equipment, tools, fuel, supplies, materials, and supervision to grind logs, mulch, woodchips and brush.

· Provide all labor, parts and materials to perform tub or horizontal grinding services of mulch, woodchips, logs and brush. Product shall not be mixed and will be retained in separate piles/windrows.

· Provide safety measures to ensure equipment is safely handled during operation and not assessable to USDA staff and the general public. Work site shall be kept neat and organized.

· Move existing piles to accommodate new grindings. Move all new grinding into new piles/windrows. Move tailings and debris (rocks, and non-grindable debris) to separate pile. Please note; movement of all piles will be designated by the Government Point of Contact.

· Walk through work site with Government Point of Contact prior to work commencement and the last day of services.

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

The Contractor’s performance during the performance period will be assessed based on the following measures:

Provide safety measures to ensure all equipment is kept at a safe distance from USDA staff and the general public. Operators must perform services in a safe manner.

Grind mulch, woodchips, logs and brush.

Administrative and Financial Management Eastern Business Service Center Acquisition & Property Branch 5601 Sunnyside Avenue, Mail Stop 5124 Beltsville, MD 20705-5100

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