Atc1_PWS DV Pond 3 Nov 20.pdf

Solicitation No.FA520921Q0019

PERFORMANCE WORK STATEMENT

FOR

PRISONER OF WAR (POW)/MISSING IN ACTION (MIA) MEMORIAL GROUNDS

MAINTENANCE

AND

POND CLEANING

AT

BUILDING 706 ON YOKOTA AIR BASE

3 NOVEMBER 2020

YOKOTA AIR BASE, JAPAN

PERFORMANCE WORK STATEMENT

FOR

POW/MIA MEMORIAL GROUNDS MAINTENANCE AND POND CLEANING

AT BUILDING 706 ON YOKOTA AIR BASE

1. Description of Services. The Contractor shall provide all personnel, equipment, tools, and super-vision, necessary to perform POW/MIA Memorial Garden grounds maintenance and pond cleaning in a manner that will promote the growth of healthy grass, trees, shrubs, plants and present a clean, neat, and professional appearance of the garden. The work shall be performed in a safe, timely and professional manner in accordance with applicable Japan Environmental Governing Standards (JEGS), Japanese laws, pertinent regulations and commercial standards and practices. The Contractor shall accomplish all services to meet the requirements of this Performance Work Statement (PWS).

1.1. Scope of Work. The Contractor shall maintain cleanliness of the POW/MIA Memorial Garden grounds and pond on a daily basis. The ground maintenance will cover mowing; edging; fertilizing lawns; weeding and mulching; trimming hedges, shrubs and smalls trees; removal of dead, damaged;

or unwanted tress; planting flowers, trees, and shrubs as required; and watering the garden as required.

The pond will be skimmed daily for any debris. The pond will be cleaned based on Appendix A “Estimated Work Schedule”. All mechanical equipment to include pumps, water filtration sys-tem, piping, drains and filters will be inspected and maintained to ensure proper operation. In the event that chemicals are used, the Contractor will ensure coordination with the Contracting Officer Representative (COR) and the Contracting Office. The cleaning must ensure compliance with appli-cable Japan Environmental Governing Standards (JEGS), Japanese laws, pertinent regulations, com-mercial standards and practices. The Contractor shall provide, as minimum, services under this PWS based on the technical standard of the following publications:

Title Landscape Construction and Maintenance, Technical

(造園施⼯管理技術編) Edited Park and Open Space Association of Japan

(社団法⼈⽇本公園緑地協会、公園緑地研究委員会、造園施⼯管理委員会） Issued Park and Open Space Association of Japan

(社団法⼈公園緑地協会) Printed Daiichi Houki Co., Ltd.

(第⼀法規株式会社) ISBN 4-931254-20-9 C3051 1019-p

1.2. On-Season/Off-Season. Due to the seasons of the year, certain items on the scope of work will require less or more frequencies of service. On-Season will be described as the months between April through November. Off-Season will be described as between December through March. The descrip-tions of frequencies of each item is explained on Appendix A, “Estimated Work Schedule”.

1.3 Grounds Maintenance

1.3.1. Mowing. The Contractor shall mow all grounds to look well-manicured, with a neat and pro-fessional appearance at all times. Maintain grass height at 2 inches (51mm) uniform in appearance, free of skips, gaps, rutting, or scalping. The Contractor shall be required to pick up rocks and debris, natural and manmade, prior to mowing any area. The Contractor shall remove all grass clippings, leaves, and any debris left after mowing before leaving work area.

1.3.2. Edging. The Contractor shall edge sidewalks and other hard surfaced areas located within all areas of the POW/MIA Memorial garden grounds so that grass height matches surrounding area grass.

Edging shall include removal of vegetation from expansion joints and cracks in sidewalks and other hard surfaces. Grass, vegetation and weeds shall be cut back no more than ½-inch from the surface edged, maintaining an even contour with the edged surface, uniform in appearance and free of scalp-ing, rutting, and uneven or rough cutting.

1.3.3. Trimming. The Contractor shall trim grass and weeds around trees, shrubs, fences, poles, boulders, and other fixed obstacles and temporary obstacles/objects on garden grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing.

The Contractor shall remove grass clippings when visible after trimming, before leaving the work area.

1.3.4. Prune Shrubs, Hedges and Other Plants. The Contractor shall prune and trim shrubs and other plants to maintain their natural growth characteristics to enhance the beauty and health of the plant. Hedges will be maintained to their natural mature height and shape. Shrubs, plants and hedges, free of vines and weeds. All ground cover and plants shall be kept within the bed borders.

Areas beneath shrubs and hedges shall be kept free (clean) of all grass, vines, weeds, vegetation, and debris. Volunteer tree growth seedlings shall be removed at no additional cost to the government.

1.3.5 Remove Debris/Police Grounds. The Contractor shall perform general litter patrol on a daily basis in all areas of the POW/MIA Memorial garden grounds. The Contractor will remove and dis-pose of natural debris (i.e. tree limbs, dry brush, leaves, rodent habitats, weeds etc.) and man-made debris.

1.3.6. Pest and Weed Control. The Contractor shall control weeds in the garden grounds through execution of a weed control program appropriate for the area to maintain a professional appearance.

This includes the removal of weeds and vines in and around bushes, trees, pond and stream. Restore grounds made barren where weeds are removed to the level of care of the surrounding area. All herb-icides and pesticides used must be on the installation-approved inventory list and applied by certified personnel.

1.3.7. General Cleaning. General Cleaning will be required on a daily basis. This will include red carpet, bridge and pond surface skimming.

1.3.7.1. Red Carpet and Bridge. The red carpet painted area, bridge, and railings will be cleaned to remove dirt, mold, discoloration, rocks, debris, spider webs and animal feces to promote a neat and professional appearance.

1.3.7.2. Pond Surface Skimming. The pond’s surface will be free from any floating leaf, grass, or foreign debris to present a neat and clean appearance.

1.3.8. Snow Removal. In snow conditions, the Contractor shall remove all snow from the walking path and bridge to ensure safety of pedestrians. Daily snow removal service is required if the snow event should last more than 24 hours and as directed by the COR.

1.4 Pond Maintenance

1.4.1. Pond Cleaning. Pond cleaning will be accomplished in guidance with Appendix A “Estimated Work Schedule”. The pond will be maintained to be free of algae, leaves and debris to provide a clean and neat appearance. Such activities will include the removal of fish, turtles, and wildlife. A device to hold fish with an aeration system may be required to maintain the health of the fish during pond clean-up operations.

1.4.2. Emergency/Unscheduled Pond Cleaning. Emergency/unscheduled pond will be a short no-ticed requested cleaning. As requested by the COR, contractor shall provide this short-notice cleaning within 48 hours from initial contact.

1.4.3. Pump System Inspection. The Contractor shall perform the required inspection quarterly on all mechanical/electrical equipment. These include, but are not limited to, pumps, water filtration system, piping, automatic/manual valves, drains and filters to ensure proper operation. Preventive maintenance operations will include corrosion control and maintaining oil/grease level. The Contractor shall check for pump efficiency and anticipate motor overheating problems to include all electrical equipment. All other repair work will be considered Level II work, and will require approval from COR for reimburse-ment.

1.5. Level II Work. Level II Work is defined as maintenance and repair actions which exceed the normal day to day operations. Level II work is not included in the monthly unit price of the contract, and will require approval from the Contracting Officer (KO) for reimbursement. Such work includes:

removal or addition of trees/bushes and perform pump repairs. If additional items, such as trees, bushes or mechanical parts, are required after contract award, the Contractor will submit a list of additional items to the COR and KO for approval. If approved, a modification to the contract may be issued to incorporate them into the contract.

2. SERVICES SUMMARY (SS)

The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The (SS) provides information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Performance Objective PWS Performance Threshold

Method of Assessment

SS# 1.

Perform grounds maintenance and general cleaning as specified in the

PWS.

1.1 to 1.2.6.1.

95% of the time with no more than two (2) failures per month

Periodic Inspection Customer Complaints

SS# 2.

Perform pond cleaning as specified in the PWS.

1.2.13. 95% of the time with no more than two (2) failures per month

Periodic Inspection Customer Complaints

SS# 3.

Dispose of green waste on base.

1.2.10.2. 98% of the time with no more than two (2) failures per month

Periodic Inspection Customer Complaints

SS# 4.

Pump system inspection/repairs.

1.2.11. 98% of the time with no more than two (2) failures per month

Periodic Inspection Customer Complaints

2.1. Quality Control. The Contractor shall ensure all services are performed in accordance with JEGS, Japanese laws, pertinent regulations and commercial standards and practices. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required in accordance with para-graph 2, Services Summary.

2.1.1. Monthly Work Schedule. The Contractor shall establish a monthly work schedule and submit it to the COR within seven (7) calendar days prior to the 1st day of each month for approval.

2.1.2. Annual Work Plan. The contractor shall establish an annual work plan and submit it to the COR within 14 calendar days prior to the 1st date of each option year for approval.

2.2. Quality Assurance. The COR will inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The KO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facil-ity managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The KO or COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official Air Force record of the Contractor’s performance.

2.2.1. Contract Action Report (CAR). When a performance threshold has not been met or contrac-tor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Action Report for issuance to the contractor. The contractor shall respond to the report in accordance with instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

2.3. Damage. The Contractor shall exercise care not to damage any facilities and grounds at Yokota Air Base. Any damages determined to have been caused by the Contractor shall be repaired by the Contractor at no expense to the Government.

2.3.1. Government Remedies. The KO shall follow FAR 52.212-4, Contract Terms and Conditions

- Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non- conforming services.

3. ENVIRONMENTAL REQUIREMENTS.

3.1. Hazardous Materials Approval is required before bringing any hazardous materials (HAZ- MAT) to include herbicides and pesticides on to the installation. Contractors seeking approval to bring HAZMAT onto the installation must submit AF Form 3000 along with Safety Data Sheet (SDS) in English and Japanese. The Contractor is also required to provide the estimated amount of HAZ- MAT to be used during the project. If the HAZMAT is suspected to contain lead or asbestos, such as paint, primer, caulking, a certificate from the manufacturer has to be provided to prove that the HAZ- MAT is free of asbestos/lead. The AF Form 3000 package has to be reviewed by

Environmental (374 CES/CEIE), Bioenvironmental (374 AMDS/SGPB), and Safety (374 AW/SE) in that order. The Contractor should use non or less -hazardous chemicals when available.

3.2. Approved Herbicide. A PACAF approved listing of approved herbicide is located within Ap-pendix B. If the Contractor wishes to utilize herbicide other than the approved listing, the Contractor shall coordinate with the COR first. All herbicides must be reviewed and approved by Environmental (374 CES/CEIE), Bioenvironmental (374 AMDS/SGPB), and Safety (374 AW/SE).

3.3. Application and Control of Herbicide. The application of herbicide shall be conducted in ac-cordance with the manufacturer’s instructions. The Contractor shall possess the spill control materials on hand at all times to contain/absorb worst case spill, both by volume and hazard level. The Govern-ment will inspect each application. The Contractor shall not store or dispose any herbicide including its empty containers on the Government’s installation.

3.3.1. Usage Reports. The Contractor shall submit a report to the KO within 10 working days fol-lowing each month listing all pesticide (includes Herbicide) applications made. Include pesticide name, use concentration, amount applied, date, and detailed location of use. A DD Form 1532 will be provided on request to facilitate record keeping.

3.4. Waste Disposal. Every effort shall be made to use recycling, reuse, or diversion measures to reduce the amount of waste generated under the Contract. After the disposal, the Disposal and Recycle Data Sheet (Appendix C) and certificate of recycle/waste manifests shall be submitted to Environmental (374 CES/CEIE) along with recycling report shows the amount of waste recycled, incinerated or land-filled.

3.5. Green Waste from POW/MIA Memorial Garden Ground Maintenance. If not recycled, all green waste generated such as leaves, grass (including mowed grass), branches shall be transported to the base incinerator plant, Building 1526 on Yokota Air Base for incineration. The green waste weight shall be recorded at the base incinerator scale. The Contractor shall establish the weight report for incin-erated amount. The Contractor shall chip the trees/shrubs/hedges/bamboo into small enough pieces to fit the facility shredder. Green waste should be mulched or composted. The contractor may at their discre-tion transport Grounds Maintenance waste to an off-base facility at no additional cost to the Govern-ment.

3.6. Hazardous Waste from POW/MIA Memorial Garden Ground Maintenance. All hazardous waste including waste herbicide generated by the Contractor shall be disposed or recycled off base in accordance with Japanese regulation, Article 3 of Law of Disposal and Clearing of Waste (Haikibutsu no shori oyobi seisou ni kansuru horitsu) and local regulations.

3.7. Spill Prevention and Response. The Contractor shall conduct all operations in a manner that prevents spills of Petroleum, Oil and Lubricants (POL) and Hazardous Substances. The Contractor is required to familiarize personnel with spill prevention and response procedures, fire suppression sys-tems, and SDSs for all materials used and/or stored on the project site. The Contractor shall provide and maintain spill equipment, sufficient in both type and quantity, at all sites involving the storage, use, or handling of POL and/or hazardous substances.

3.8. Site-Specific Spill Contingency Plan (SSCP). An SSCP must be developed for any project at which POL or Hazardous Substances are used and/or stored at the project site. The SSCP shall include spill response procedures, an inventory of POL and/or hazardous substances, probable spill routes, a project site layout diagram, and a spill response equipment inventory. A template SSCP can be ob-tained from 374CES/CEIE. The Contractor shall train employees on the contents of the SSCP and the use of spill response equipment and shall document such training.

3.9. Spill Reporting. The Contractor shall immediately report all POL or Hazardous Substances spills to the Fire Emergency Services (374 CES/CEF) at 911 or Commercial 042-507-6560 (direct number to Yokota Fire Dispatch).

3.10. Spill Clean-Up. The Contractor is responsible for clean-up of POL and/or hazardous substance spills and disposal of clean-up material. The Contractor shall determine, as quickly as possible, the nature of the spilled substance and implement necessary safety precautions to protect both human health and the environment at no additional cost to the US Government, and shall only be performed by personnel adequately trained in spill response and cleanup techniques for the severity of the spill incident.

3.10.1. Emergency Spill Clean-up. Costs incurred from any Contractor spills are the responsibility of the Contractor. If the US Government has to perform emergency spill response and clean-up, due to the non- availability of designated personnel or if the spill is beyond the capability of designated personnel, the Contractor shall be held liable for all costs associated with performing said work.

4. GENERAL INFORMATION

4.1. Hours of Operation.

4.1.1. Normal Working Hours. The Contractor shall perform the contract services between the hours of 0730 to 1630, Monday through Friday including Japanese holidays, but excluding US legal holi-days.

4.1.1.1 Working Hours Other than Normal. There may be situations that require the contractor to work at times other than normal or scheduled working hours. When the contractor’s work schedule conflicts with an Air Force mission requirement, advise the COR and reschedule the work to minimize disruption.

4.1.2. Recognized US Holidays. The recognized US legal holidays* are listed below

1st January New Year’s Day 3rd Monday of January Martin Luther King Jr’s Birthday 3rd Monday of February Washington’s Birthday Last Monday of May Memorial Day 4th July Independence Day 1st Monday of September Labor Day 2nd Monday of October Columbus Day 11th November Veterans Day 4th Thursday of November Thanksgiving Day 25th December Christmas Day

*Holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday.

4.1.3. Base Closures. Work scheduled, but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.2. SECURITY REQUIREMENTS.

Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their desti-nation by driving designated routes at posted speed limits throughout the base. Procedures for com-mercial vehicle access to the base are subject to change without prior notice.

4.2.1. Base Passes. The Contractor’s employees will be issued base passes (identification cards), which shall be carried by the individual bearers at all times while on Yokota Air Base. The Contractor shall submit written requests for issuance of base passes to the KO and shall be responsible for all base passes issued to his/her employees. The Contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract. If the Contractor requires access to restricted areas, the Contractor will be escorted at all times by authorized persons.

4.2.2. Flight Line Driving. The Contractor will ensure all employees are flight line certified in accordance with the Yokota Air Base flight line driving policy.

4.3. SPECIAL QUALIFICATIONS.

4.3.1. Business Permits. The Contractor shall possess any and all applicable business permits, certi-fications, and licenses to complete service in accordance with this PWS as required by Japanese En-vironmental Government Standards and Japanese laws. The Contractor will ensure all documents are current. The Contractor shall submit a copy of each of these documents to the KO within one week after receiving updated or renewed documents.

4.3.2. Project Manager (PM): The Contractor shall provide a PM who shall be responsible for the performance of the work. The name of this person and his/her alternate(s) shall be designated in writ-ing to the KO within ten (10) calendar days after contract award. Project Manager and his/her alternate have to be certified as at least Class 2, Landscape Management Technician, certified by the Ministry of Land, Infrastructure and Transport (2級造園施行管理技術者、国土交通省).

4.3.3. The PM or his/her alternate(s), upon notification, shall be available during normal duty hours within two (2) hours to meet on the installation with the COR to discuss problems.

4.3.4. The PM and his/her alternate(s) must be able to read, write, speak, and understand English, or provide a translator.

4.3.5. Contractor Employees. The Contractor shall not employ persons for work on this contract, if he/she is identified to the Contractor by the KO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. At least one onsite worker should be certified as at least Class 2, Gardening Technician, certified by the Ministry of Health, Labor and Welfare (2級造園技能士、厚生労働省).

4.3.6. The contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee’s names. The Contractor shall adhere to all base safety and traffic regulations and policies.

4.3.7. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies of the Department of the Air Force.

4.3.8. The Contractor is cautioned that off duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours or deployment. Military Re-servists and National Guard members may be subject to recall to active duty.

4.3.9. The abrupt absence of these personnel could adversely affect the Contractor’s ability to perform under this contract; however, their absence at any time shall not constitute an excuse for non-performance under this contract.

4.4. GOVERNMENT FURNISHED SERVICES.

4.4.1. The Government will furnish water and electricity in existing facilities at no cost to the Contractor for the sole purpose of accomplishment of this contract.

4.4.2. The Government will provide, for emergency purposes only, the following services.

Security Police Telephone 911 or 225-7227 or Commercial No. 042-507-6560 Fire Protection Telephone 911 or Commercial No. 042-507-6560 Hospital Emergency on a reimbursable basis Telephone 911 or Commercial No. 042-507-6560

Any time the Contractor uses one of the above services, the Contractor shall immediately report to the COR with all of the details. The Contractor will be required to submit, in writing, within two (2) calendar days, the details surrounding the use of this service to the COR.

4.5. Appendices.

4.5.1. Appendix A, Estimated Work Schedule for On-season/Off-season

4.5.2. Appendix B, Approval Herbicides

4.5.3. Appendix C, Disposal and Recycle Data Sheet