A02 - SOW Drainage District Grounds Maintenance.pdf

Performance Work Statement (PWS) DD-17 Drainage District

Grounds Maintenance Services

1. Scope: This Performance Work Statement (PWS) sets forth requirements for seasonal grounds maintenance services (May thru October) at DD-17 Drainage District. DD-17 is located approximately 7 miles northwest of Dell, AR on N. County Road 305. The work consists of mowing all grounds and trimming around trees, buildings, signs, roadways, and adjacent parking areas, one (1) fertilizing and one (1) broadleaf herbicidal weed treatment. All areas being mowed or trimmed shall be completely free of debris such as paper, cans, bottles, etc.

2. Applicable Documents

2.1 Occupational Safety and Health Act (OSHA) - Full compliance with Federal Law, DoD, Army Regulations requiring safety are applicable. All work under this contract shall comply with the latest version of the U.S. Army Corps of Engineer Safety and Health Requirements Manual, EM 385-1-1, and Occupational Safety and Health Act (OSHA) Standards in effect on the date of the solicitation. No separate payment will be made for compliance with EM-385-1-1, or for compliance with any of the other safety-related special requirements.

2.2 Environmental Protection Agency (EPA) - Full compliance with environmental and hazardous waste management laws, rules, and regulations, when propagated by Federal Government, Federal agencies, the State of Arkansas, and local Government.

3. Requirements: The contractor shall provide all management, fuel, chemicals, tools, equipment, and labor necessary to ensure that grounds maintenance services are performed at DD-17 Drainage District. The contractor shall at all times provide adequate supervision of his employees to ensure complete and satisfactory performance of all work in accordance with the terms and conditions of the contract. Details as to the minimum frequency at which the services are to be performed are outlined in Technical Exhibit 1.

3.1 Work Hours: Work shall be between 07:00 a.m. and 3:30 p.m., Monday thru Friday, during the months of May through October, unless otherwise approved by the Contracting Officer’s Representative, excluding national holidays. All work shall be coordinated with the Pumping Plant Superintendent.

Federal Holidays:

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day

Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

3.2 Basic Maintenance Services: All maintenance tasks shall be accomplished to meet the requirements of this PWS and Technical Exhibit 1. The contractor shall maintain the facility to the standards established in this contract. Services listed below may not be required for some parts of the grounds. The Government will make available to the contractor clean water for his equipment and spraying operations. The contractor shall provide properly licensed and/or certified personnel to perform the Fertilizing and Herbicidal Weed Control activities described below, as applicable. A copy of this certification shall be provided to the Contracting Officer’s Representative. For the contractor’s convenience, equipment may be stored inside the security fence, but not inside any Government building, as approved by the Contracting Officer’s Representative. However, the Government will not assume any liability for loss or damage to any such equipment that is stored inside the security fence as a courtesy to the Contractor. The Contractor will not be allowed at any time to store any fuel or herbicides at the facility.

3.2.1 Mowing. The number of mowings that shall be required will vary due to the prevailing weather. Under normal conditions, the number of complete mowings can be expected to be between fifteen (15) and twenty (20) each season, with trim work over the entire area. Mower blades shall be kept sharp. Preferably, all mowing operations shall be performed when grass blades are dry. Grass height shall be maintained at a minimum height of

2.5 inches and mowed when it reaches a maximum height of 4.0 inches, as approved by the Contracting Officer’s Representative. Each mowing and trimming operation will be considered complete when the entire acreage is covered. Once mowing has begun, the mowing shall be performed in a continuous operation until all areas are completely done. All mowing/trimming areas shall be picked up and completely free of any paper, metal, glass, or other foreign materials. All mowing areas outside the security fencing may be accomplished by close bush hogging.

The area inside the security fence will be done by a grooming type of mower, either riding or push type. It will be the Contracting Officer’s decision as to whether it is too wet for mowing.

3.2.2 Fertilizing. One application of a fertilizer, containing sulfur-coated urea, urea formaldehyde, natural organic, or some other soluble nitrogen source, is to be performed over the entire grounds area during the month of May.

The fertilizer is to be applied at the equivalent rate of 1-lb of Nitrogen per 1000 square feet. After fertilizer is applied, it shall be “watered in.”

3.2.3 Trimming. Trimming will be required around trees, poles, towers, signs, parking areas, roadways and all other locations/areas where the mowing operation cannot reach. The trimming is to be performed with a Weed eater or equivalent equipment.

3.2.4 Herbicidal Weed Control. A general-purpose mixture made of two or three of the following components:

2,4-D; MCPP (mecoprop); and dicamba (Banvel), or equivalent broadleaf herbicidal weed control chemical, shall be applied one time per year. If rainfall occurs within 24 hours of application, a complete reapplication of the chemical shall be required, at no additional cost to the Government. Rate of application shall be as recommended by the chemical manufacture. Areas that require trimming, may be treated with Roundup, or equivalent weed control, in-lieu of trimming, as approved by the Contracting Officer’s Representative, provided that at least one trimming operation has been performed prior to the application of the chemical. Special care is to be taken at all times to not over spray or permit the Herbicide to drift such that it will harm or kill adjacent trees and or vegetation. Herbicidal weed control will not be permitted on windy days.

4. Quality Control/Quality Assurance: The contractor shall establish a quality control program to assure the requirements of the contract are provided as specified. The Contractor’s Quality Control Program shall be provided to the Contracting Officer in accordance with the Contract Report Requirements.

4.1 Contractor Quality Control: The Contractor shall furnish a “Grounds Maintenance Inspection Report” (Monthly Inspection Form to be submitted to and approved by Contracting Officer or his representative before use) containing a list of all services as required by this contract for each area receiving grounds maintenance services. The Contractor or his project manager shall conduct inspections of all areas after completion of maintenance services. Inspection shall occur not less often than once each working day, to ensure all elements or required services are properly performed and the area is being maintained at a level that meets the quality and performance standards of these specifications. The Contractor’s maintenance personnel will initial the form upon completion of service each day, corresponding with the tasks they have individually performed that day. The Contractor or his project superintendent and supervisory personnel shall initial the form daily verifying the services performed were completed in accordance with and meet the quality and performance standards of these specifications.

4.1.1 Once a month, on the first workday of the month, the Contractor’s supervisory personnel shall provide the Contracting Officers Representative (COR) or the Government’s Contract Inspector, a properly prepared inspection form. Additionally, space shall be provided for the Contract Inspector to make periodic general comments concerning services performed.

4.1.2 The Contractor shall arrange the maintenance inspection report, and any attached sheets, in numerical order, and deliver them to the responsible Contract Inspector no later than 4:00 p.m., the fifth workday of each month. These forms shall be used to substantiate the Contractor’s monthly invoice for services rendered. Each completed form shall be endorsed by the Contractor or his duly authorized representative with the following statement: “I certify all services were performed in accordance with and meet the quality and performance standards of the specifications and all other terms and conditions of this contract.”

4.2 Quality Assurance Surveillance Plan (QASP): The purpose of this plan is to prescribe the responsibilities, procedures, techniques, criteria, and guidelines for the routine quality assurance, assessing the contractor’s (CTR) performance for determining performance under the contract for DD-17 Pumping Plant, Blytheville, Arkansas. Any changes to this plan must receive prior approval from the Contracting Officer (CO).

4.2.1 Applicability: This plan, together with related contractual provisions, is applicable to and shall be used by all Government personnel involved in the surveillance of the Contractor’s performance.

4.2.2 Responsibilities: The overall responsibility for implementation and maintenance of this plan rests with the Contracting Officer’s Representative (COR). During contract surveillance, the day-to-day routine interface between the Division of Installation Support (DIS), Contracting Officer and the Contractor is the responsibility of the

COR/ACOR.

4.2.2.1 The COR is responsible for ongoing Contractor surveillance in accordance with this plan, the contract, and instructions from the Contracting Officer; acquiring data as specified in surveillance plan and other data necessary to the evaluation of the Contractor’s performance.

4.2.2.2 Consolidating Data: Data and preparing written reports for the Contracting Officer relative to the Contractor’s performance will be prepared by the COR.

4.3 Contract Surveillance Procedures

4.3.1 Technical Exhibit 1: Contains a Performance Requirement Summary (PRS) for each effort to be inspected.

The PRS will be assigned to the COR who will be the point of contact for this surveillance and take full responsibility for this surveillance.

4.3.2 Gathering Data: The COR is responsible for gathering all required data, performing the surveillance, completing all documentation required, maintaining the surveillance folder, and keeping the Contracting Officer informed of significant problems or accomplishments.

4.3.3 Surveillance: Each surveillance will be performed in accordance with (IAW) guidance in this plan. If for any reason the plan must be changed it is the responsibility of the COR to head this effort. The COR may appoint Quality Assurance Evaluators (QAE) to perform Contractor surveillance

4.3.4 Surveillance Data: All surveillance data will be completed monthly and provided to the COR no later than the 10th day of the following month.

4.3.5 Conference: The COR will schedule a conference with the Contractor, the Contracting Officer and the COR after the 10th day of the month. The purpose of this conference is to discuss performance, provide direction and reach mutual solutions for resolution.

4.4 PROCEDURES

4.4.1 Reviews and Assessments: The COR will make frequent reviews and assessments of the Contractor’s performance as set forth in this plan. These reviews will be based on personal observations; available data derived from reports, and other verifiable Contractor information.

4.4.2 Deduction Formula: Line-item amount x (times) bid deduction percentage x (times) number of rejections divided by the sample size equals dollars deducted for service.

Example: 10,000 x 100% x 3/5 = 6,000

Grounds Maintenance

The contractor shall perform grounds maintenance as described in 3.2 above, as required.

Annual

The contractor shall fertilize the entire grounds area one (1) time per year, as provided in 3.2 above.

The contractor shall apply a Herbicidal Weed Control program one (1) time per year, as provided in 3.2 above.

Technical Exhibit 1

Access and General Protection/Security Policy and Procedures.

All contractor and all associated sub-contractors’ employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation/facility access requirements to be accomplished by installation Provost Marshal Office, Director of

Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any installation or facility change, the Government may require changes in contractor security matters or processes.

For contractors who do not require CAC but require access to a DoD facility or installation.

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening

Database (TSDB) (Army Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative, as

NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas.

Pre-screen candidates using E-Verify Program.

The Contractor must pre-screen Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award.