Attachment 1 - Performance Work Statement.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Contents Project Title General Information

1.0 Background and Purpose

2.0 Definitions

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Deliverable / Schedule

5.0 Government Furnished

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 - Electronic and Information Technology Standards

11.0 Performance Requirement Measures

Attachment

Project Title Moscow Grounds Maintenance

General Information

1.0 Background and Purpose

This position is located at the Moscow Forestry Sciences Laboratory (MFSL) Moscow, Idaho to perform a variety of duties involved with the upkeep of the grounds.

Moscow (/ˈmɒskoʊ/ MOS-koh) is a city and the county seat of Latah County, Idaho. Located in the North Central region of the state along the border with Washington, it had a population of 25,435 at the 2020 census. Moscow is the home of the University of Idaho, the state's land-grant institution and primary research university.

It is the principal city in the Moscow, Idaho Micropolitan Statistical Area, which includes all of Latah County. The city contains over 60% of the county's population, and while the university is Moscow's dominant employer, the city also serves as an agricultural and commercial hub for the Palouse region. (Wikipedia, https://en.wikipedia.org/wiki/Moscow,_Idaho)

Rocky Mountain Research Station (RMRS) research scientists work in a range of biological and physical science �ields to promote sustainable management of the Nation's diverse forests and rangelands. The Station develops and delivers scienti�ic knowledge and innovative technologies with a focus on informing policy and land management decisions. Our researchers work in collaboration with a range of partners, including other agencies, academia, nonpro�it groups, and industry. The Rocky Mountain Research Station serves the Forest Service as well as other federal and state agencies, international organizations, Tribes, academia, non-pro�it groups, and the public.

The Moscow Forestry Sciences Lab (MFSL) is located adjacent to the University of Idaho campus. MFSL consists of a main building, annex building (“Annex”), the rain lab, two green houses, a block house, warehouse, shop, other storage facilities and a grinding garage on approximately five and one-half acres and consists of improved and unimproved areas.

1.1 Location of Work:

USDA Forest Service Rocky Mountain Research Station Moscow Forestry Sciences Laboratory 1221 South Main Street Moscow, Idaho, 83843

1.2 Hours of Operation.

The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. Grounds maintenance may be performed on Saturdays, Sundays, holidays, if approved in writing by the Government. Any such work shall be performed at no additional cost to the Government.

Work delayed by causes beyond the Contractor’s control and performed beyond normal duty hours and/or non-scheduled days shall be performed at no additional cost to the Government. Offices will be closed on days that fall on Federal Government Holidays.

1.3 Schedules. The Contractor shall submit an annual schedule for services described in this Scope of Work to the CO/COR for acceptance at the pre-performance meeting. The Contractor shall be allowed 30 days to adjust work schedules based on inspections. This second work schedule shall be submitted to the CO for acceptance within 10 days after the first contract month period. The Contractor shall not deviate from the accepted schedule without prior approval from the CO/COR. Any permanent changes to the schedule must be submitted 10 days before implementation and receive written CO/COR acceptance before the Government will allow the proposed changes.

1.4 Contracting Officer’s Representative (COR): Linda Bovard

https://en.wikipedia.org/wiki/Help:IPA/English https://en.wikipedia.org/wiki/Help:Pronunciation_respelling_key https://en.wikipedia.org/wiki/Latah_County,_Idaho https://en.wikipedia.org/wiki/North_Central_Idaho https://en.wikipedia.org/wiki/North_Central_Idaho https://en.wikipedia.org/wiki/Washington_(state) https://en.wikipedia.org/wiki/2020_United_States_Census https://en.wikipedia.org/wiki/2020_United_States_Census https://en.wikipedia.org/wiki/University_of_Idaho https://en.wikipedia.org/wiki/Land-grant_institution https://en.wikipedia.org/wiki/Research_university https://en.wikipedia.org/wiki/Research_university https://en.wikipedia.org/wiki/United_States_micropolitan_area https://en.wikipedia.org/wiki/Agriculture https://en.wikipedia.org/wiki/Palouse https://en.wikipedia.org/wiki/Moscow,_Idaho

1.5 Task Manager: Facility Maintenance Specialist, Directors Representative of Moscow Lab, Business Manager of Moscow Lab.

1.6 Scope of Work.

The Contractor shall ensure: 1) that grounds maintenance is performed in a manner that will maintain healthy grass, trees, shrubs, and plants; 2) present a clean, neat, and professional appearance at all times throughout the year; 3) ensure all Snow/Ice removal is accomplished to ensure property access and the safety of all individuals at the facility.

The Contractor shall provide all personnel, equipment, tools, materials, supplies, transportation, employee training and insurance as specified herein. Training and performance of this contract shall include and comply with all applicable OSHA, EPA, local, State and Federal codes, mandates, and standards. Supplies and materials shall be of a quality and type customarily utilized by current industry standards and equipment ratings and shall be subject to the approval of the Contracting Officer (CO) or Contracting Officer’s Representative (COR) (industry standards only applicable where they do not violate any of the afore mentioned codes/mandates). The Contractor shall at all times provide adequate supervision of employees ensuring all required services are accomplished in accordance with the terms and conditions of the contract.

2.0 Definitions

Moscow Forestry Sciences Laboratory (MFSL) Rocky Mountain Research Station (RMRS) Contracting Officer (CO) Contracting Officer’s Representative (COR) Occupational Safety and Health Administration (OSHA) Environmental Protection Agency (EPA) Quality Control Plan (QCP) – Contractor’s comprehensive program of inspections and monitoring actions.

Quality Assurance Surveillance Plan (QASP) - surveillance method of monitoring contractor performance for each listed objective.

Performance Work Statement (PWS) – document outlining the work to be performed.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.0 Landscape Maintenance – Landscape maintenance will be performed during the months of April – October with the exception of grounds monitoring/litter removal which shall be performed year around.

3.0.1 Mowing. Grass cutting on grounds shall be so that height of grass is between 2-1/2-inches - 3-1/2-inches. Grass cutting shall be required more often during wet months and less often during dry months.

Grass clippings shall be removed or mulched after mowing. Grounds shall be well manicured throughout the year. Grass clippings shall be cleared from sidewalks, curb bases, and around parking blocks after each mowing or trimming.

3.0.2 Edging. Sidewalks, driveways, curbs, and other concrete or asphalt edges located on the ground’s areas shall be edged twice per year, once in the spring and once in the fall. Edging shall include removal of vegetation from cracks in sidewalks, driveways, and curbs.

3.0.3 Trimming. Grass shall be trimmed around areas that are inaccessible to mowers, trees, shrubs, buildings, parking lots, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles. Trimming height of grass shall be between 2-1/2-inches - 3-1/2-inches. All areas shall be trimmed concurrent with mowing. Damage to trees or shrubs from trimming shall be repaired by the Contractor.

3.0.4 Pruning. All pruning shall be coordinated with COR before service. Pruning shall be accomplished in accordance with industry (ANSI Z133.1 - 1994) standards. Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees. Minimum safety clearance is 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned on an as-required basis to provide safety, clearances and/or to prevent structural damage. Topping and de-horning shall not be permitted. Shrubs, small trees, and other plants shall be maintained according to the American Society of Landscape Architect's standards. They shall be pruned as required to maintain their natural growth characteristics. Shrubs and small trees shall be trimmed and pruned to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Broadleaf evergreens shall be pruned annually or as required, maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions. Ground cover should be pruned so as not to overlap its borders.

Damage to trees or shrubs from trimming shall be repaired by the Contractor. If a plant should die or become unhealthy due to damage, the Contractor shall be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days of noticed damage.

3.0.5 Watering. Contractor shall ensure that ALL plants, trees, shrubs, hedges, and grasses are watered throughout the year as necessary. The Moscow Lab shall provide watering hoses and portable watering devices for irrigating areas that do not have sprinkler systems. Damage to sprinkler system by the Contractor shall be repaired by a certified sprinkler system mechanic with advance notice to the COR/CO, who will, in advance of repair, determine if repairs are outside of normal wear and tear. Contractor shall be responsible for the spring start-up and fall shut down of the sprinkler system.

3.0.6 Weeding. Contractor shall monitor all areas weekly and remove all noxious and undesirable weeds, to include tree sprouts, as necessary. Weeding shall include removal of vegetation from cracks in sidewalks, driveways, and curbs. Disposal of all debris shall be offsite, and noxious weeds shall be disposed of in accordance with existing local, state, and federal regulations. All weeds in grassy areas and beds are to be removed or eradicated manually or mechanically, but not chemically. Parking lot and gravel area weeding with chemicals must be preapproved by COR. Caution must be exercised around greenhouses and purposely planted natural areas.

3.0.7 Grounds Monitoring / Litter Removal. The Contractor shall perform general litter patrol in all areas throughout the year. Responsibilities shall include, but not be limited to, the removal and disposal of all natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and any man-made debris and/or litter. Contractor shall police areas, as a minimum, once weekly. At other times leaves/pine needles/pinecones shall be removed as necessary. The Government will furnish pick up and disposal of man-made debris and litter generated in or associated with the performance of this contract. The Contractor shall be responsible for the placement of trash in the nearest dumpster. Trash shall not be placed in dumpsters/roll-a-ways belonging to other contractors. If such an event occurs and results in a claim against the Government for disposal of the trash, the Contractor will be charged for the amount of the negotiated claim. The Contractor shall check in with the COR for each weekly site visit in person, phone, or by email.

3.0.8 Fertilize. The Contractor shall perform an effective commercial fertilizer application program for all grounds and trees/shrubs/hedges under six feet tall. Approved fertilizers shall be applied in accordance with manufacturer’s instructions. Ex: Early spring, apply a fertilizer with a pre-emergent herbicide; late spring, apply a fertilizer with a post-emergent herbicide; late summer apply a fertilizer with insect control;

early fall fertilize to stimulate root growth; late fall, winterizer fertilizer that builds resistance to the cold and provides nutrients. Prior to application of fertilizer, contractor shall notify the COR & CO 72 hours in advance of application.

3.0.9 Aerate Soil. Aerate soil once per year on improved grounds to maintain grounds in a healthy state, to be completed before May 1st.

3.1 SNOW REMOVAL

3.1.1 Snow Removal and Ice Mitigation. Snow removal and ice mitigation operations shall be performed Monday through Friday, during winter months (November – March) excluding weekends and Federal Holidays.

3.1.2 Parking Lots. For snowfalls occurring overnight, with a total accumulation greater than 2 inches, the Contractor shall complete the work prior to 6:30 a.m. the same day.

Should snowfall continue to accumulate upon the premises throughout the day, after the initial morning clearing, the Contractor shall clear the primary site traffic-ways throughout the day for each additional 2 inches of snowfall accumulated. Once snowfall ends, the Contractor shall return after normal office hours to clear the remaining portion of the parking lot, to be completed by 6:30 a.m. the following day.

If Snowfall does occur on a weekend or Federal Holiday, snow removal shall still be completed prior to 6:30 a.m. of the next open business day.

All snow for main lot will be plowed from the parking lot and stored where facilities manager or COR designates. Contractor shall plow front parking lot to minimize piles in floor beds. Snow cannot be stored as to interfere with traffic and egress patterns of the facility. When snowfall exceeds the storage area capacity, as agreed upon by both the COR and Contractor, the Contractor shall contact the COR or Maintenance Person of the Moscow Lab for location of areas where excess snow can be piled.

3.1.3 Sidewalks, Walkways, Stairways, Aprons & Ramps. All snow will be removed from the associated public sidewalks, as well as all interior site walkways, stairways, aprons and ramps, when accumulation meets or exceed 1/2-inch by any natural means (i.e., wind or snow events) and must be accomplished prior to 6:30 a.m., Monday through Friday, excluding weekends and Federal Holidays. In addition, all accessible parking spots and aisles shall be shoveled when accumulation meets or exceed 1/2-inch by any natural means (i.e., wind or snow events). In the event of continual snow fall the site must be monitored throughout the day for additional removal of snow/ice. A walkway path with a two-foot-wide minimum shall be cleared from the driveway to the flagpole and from the west greenhouse to the interior sidewalk for each snow event. Paths to the remaining out-buildings (yellow warehouse and block house), shall be cleared when snow fall exceeds four inches.

3.1.4 Ice Mitigation. Ice melt shall be applied to the interior site walkways once per shoveling and only after snow has been removed. In addition, a sand/gravel and ice-melt mix shall be applied to the primary walkways, aprons, and parking areas when icy conditions are present.

available which meet Federal, State, and local codes and which have been approved by the COR/CO.

4.0 Deliverable / Schedule

Key Deliverables

Item No. Deliverable Objective Due 1 Landscape

Maintenance Grounds maintenance is performed in a manner that will maintain healthy grass, trees, shrubs, and plants. Ref. 3.0 Landscape Maintenance

Weekly during the months of April

– October.

2 Grounds Monitoring/Litter Removal

Present a clean, neat, and professional appearance at all times. Ref. 1.4 Scope of Work The Contractor shall perform general litter patrol in all areas throughout the year. Ref.

3.0.7 Grounds Monitoring/Litter Removal

Year around.

3 Snow Removal/Ice Mitigation

Ensure all Snow/Ice removal is accomplished to ensure property access and the safety of all individuals at the facility. Ref. 3.1 Snow removal

As weather requires during the months of November – March.

4 Personnel List Identify key personnel. Ref 7.0 Contractor’s Key Personnel

Five business days after start of contract. Five business days after any change in personnel.

5 Quality Control Plan

(QCP)

Ensures quality work is performed. Ref 11.0 Performance Requirement Measures

Five days before work commences for interim plan and final plan due 30 days after work commences.

5.0 Government Furnished

The Government will furnish water, limited to the normal supply, at no cost to the Contractor during performance of this contract. The Contractor shall conserve all furnished utilities.

Closures In the event services are not provided or required because the facility is closed due to inclement weather, failure of the Congress to appropriate funds, etc., the CO shall either, (a) Direct the Contractor to perform the work contractually specified over a number of immediately subsequent day(s) equal to the duration of the shutdown or (b) Forego the work and reduce payment to the Contractor for work not performed. The deduction rate in dollars per day shall be equal to the “per month” fixed price divided by 9 days per month and then multiplied by the number of days services not provided. Appropriate adjustments will be made by the CO in the event services are provided for portions of days.

Period of Performance. The term of the contract is anticipated to be one-year base with four one-year option periods.

Period of Performance for the contract Base Year will commence July 01, 2025, to June 30, 2026. Anticipated four (4) consecutive twelve-month optional periods:

Base Year, 7/01/2025 – 6/30/2026 Opt. Yr. 1, 7/01/2026 – 6/30/2027 Opt. Yr. 2, 7/01/2027 – 6/30/2028 Opt. Yr. 3, 7/01/2028 – 6/30/2029 Opt. Yr. 4, 7/01/2029 – 6/30/2030

General Information

Government Responsibilities: The Government will not be responsible for damage occasioned by fire, theft, accident, or otherwise to the Contractor's supplies, materials, or equipment in storage, or the Contractor's and their employee's personal belongings.

Contractor Responsibilities: The Contractor is responsible for loss, theft, damage, or destruction of Government or personal items belonging or assigned to Forest Service employees when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of their employees.

Fire Prevention: Fire prevention shall be exercised at all times by the Contractor. All combustible material shall be used and stored in a safe manner. Contractor shall report to the COR/CO any fire hazards.

Compliance:

- Full compliance with all Federal, State, Local, USDA and Forest Service regulations is required.

- The work of this contract shall be done in accordance with all applicable local codes and industry standards to include any safety requirements established by the Occupational Safety and Health Act (OSHA).

- Environmental Protection Agency (EPA) Full compliance with environmental and hazardous waste management laws, rules, and regulations is applicable.

- The Contractor shall observe the Tobacco Control requirements contained in DR4400-006, 5 U.S.C. 301; 5

U.S.C. 7901; 29 U.S.C. 666; 41 CFR 101-20.105-3; and 41 CFR 101-39.300(d) whenever performing services in or visiting Government facilities/buildings. Outside smoking areas must be located a minimum of 25 feet away from entrances to enclosed areas, common points of ingress and egress to USDA facilities, windows, and all types of HVAC air handling and circulation systems.

- All chemicals used will be those commercially available which meet Federal, State, and local codes and which have been approved by the COR/CO.

- The Contractor shall comply with the Farm Security and Rural Investment Act of 2002 and the Energy Policy Act of 2005 (7 U.S.C. 8102(c)(3)) as required under the clause - 52.223-1 Biobased Product Certification and 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (see Section I). Use of biobased products by prospective offerors will be used in the proposal evaluation criteria.

Examples of acceptable Biobased products can be found at http://www.biopreferred.gov/

Pre-work Conference and Walkthrough Prior to commencement of work, the Contracting Officer (CO) will schedule a meeting with the contractor and Contracting Officer Representative (COR) to discuss the contract terms, work requirements and schedule. At the conference, the Contractor shall designate, in writing, the name and phone number of the Contractor’s on-site representative including their contract responsibilities and authority.

6.0 Travel

No travel is expected or will be reimbursed.

7.0 Contractor’s Key Personnel

Project Manager. The contractor shall designate, in writing to the Contracting Officer (CO), before or at the time of the pre-work conference, a full time Project Manager who shall be available to address any Government concerns. This individual shall be responsible for the overall management and coordination of work required under this contract and act as a central point of contact with the Government. The contractor shall also include in the designation letter any limitations on the Project Manager's ability to bind the contractor to changes/adjustments. The Project Manager shall have two full years of grounds maintenance experience within the last six years and demonstrate an active knowledge of requirements and techniques.

Personnel List. The contractor shall, within five (5) business days after the start of the contract, furnish the COR a complete list of each employee engaged in the performance of this contract. The Government may require additional information to establish the identity and legal employment status of each employee having access to Government buildings or facilities. Contractor shall notify the COR/CO of any change in personnel within five (5) workdays, to include the addition and/or separation (dismissal, voluntary departure) of any employee. Notification shall be by written correspondence (email or letter). Contractor will provide the reason for an employee’s departure and will include the information stated above, for any new employee.

The Contractor and his/her employees shall be capable and experienced in grounds maintenance work. The onsite supervisor shall have experience and demonstrated ability in both supervision and grounds maintenance work. The Contractor will be, at all times, responsible for the actions of his/her employees and subcontractors.

Other Personnel. The Contractor shall furnish supervisory, administrative, and direct labor personnel to accomplish all work required. The Contractor shall not hire off-duty COR's or any other person whose employment would result in a conflict with the USDA Standards of Ethical Conduct located in 5 CFR Part 2635. Personnel employed to provide the services described herein shall be competent in the performance of such services.

http://www.biopreferred.gov/

Resumes are not required.

8.0 Security Requirements

No special security requirements needed. There will not be a need for unaccompanied building access. The Contractor shall check in with the COR for each weekly site visit in person, phone, or by email.

9.0 Data Rights

Not applicable.

10.0 Section 508 - Electronic and Information Technology Standards Not applicable.

11.0 Performance Requirement Measures

Quality Control and Assurance

The Government utilizes a Quality Assurance Surveillance Plan (QASP) to evaluate contractor actions while implementing this PWS. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish. The Contractor, and 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. In this contract the contractor’s quality control system/plan (QCP) is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control system approved at the beginning of the contract provides the measures needed to lead the contractor to success. The Contractor should deliver an interim QCP to the CO no later than 5 days prior to the commencement of contract work with the final plan submit no later than 30 days after the commencement of contract work.

Once the QCP is approved, careful application of the process and standards presented in the remainder of this document will ensure a high-quality assurance program. The contractor’s QCP must include all elements of the PWS. The COR will inspect services using a checklist containing all elements of performance and are met in accordance with the QCP. Changes to the QCP must be submitted in writing to the CO prior to implementation.

Performance Evaluation Periodic Inspections. In accordance with the Performance Requirements Summary, random inspections shall be carried out by the COR. Inspection items include all items listed in this performance work plan.

Customer Complaints. The COR will validate any customer complaint and document the complaint with the appropriate section reference. The contractor will be allowed to comment. Re-performance shall be performed immediately or, the application of other remedies that may be necessary and/or acceptable. The validated compliant will be sent to the contractor to file with their QCP.

Defects. When the number of defects in the Contractor's performance discovered by the COR exceeds the acceptable level; the Contracting Officer will issue a non-compliance report. The non-compliance report requires the Contractor to explain in writing why performance was unacceptable, how performance will be returned to acceptable levels, and how recurrence of the problem will be prevented in the future. The response to the non-compliance report will be submitted within five (5) working days of receipt of notification.

Non-compliance. Upon receipt of a non-compliance report, the Contractor shall immediately inspect the area in question. Under FAR 52.212-4 the Contractor will not be paid for services not rendered in accordance with the standards set forth in this contract (i.e., unsatisfactory performance) unless satisfactory re-performance is accomplished.

Corrections. At the sole election of the Government and upon notification to the Contractor by the Contracting Officer, the Contractor may be required to re-perform or perform late any or all defective work disclosed by the Government inspection including defective and incomplete work performance except where timeliness is an element. The re-performance shall be at no additional cost to the Government. Where the Government so elects, the Contractor shall be notified promptly after inspection that specified defective services will be re-performed/performed late and completed within a reasonable time specified by the Government. In such cases, the Government shall reinspect work designated for re-performance, and the Contractor may be held liable for any damages sustained by the Government including, for example, the costs associated with reinspection.

Performance Requirement Summary The below table describes the quality level of performance expected by the Forest Service and the means by which the Forest Service may use to validate acceptable services. Acceptance by the Government of satisfactory services provided is contingent upon the Contractor performing in accordance with the terms and conditions of the contract. The following inspection and acceptance criteria are to be used to determine acceptance of work under this contract.

PWS Section

Required Task or Deliverable

Performance Standard

Acceptable Quality Level

Method of Surveillance

3.0 Technical Requirements/Tasks

Grounds maintenance and snow/ice removal

Work must meet the specifications identified in 3.0 Technical Requirements/Tasks.

No more than two (2) valid customer complaints per month

Valid customer complaint and/or COR observations

4.0 Deliverables/Schedule

Scheduling Services

Services are coordinated with COR and delivered as scheduled.

No more than one (1) per month where services are not delivered on schedule.

Services are rescheduled and completed within the week originally scheduled.

Valid customer and/or COR observations

11.0 Quality Control and Assurance

Quality control program

Contractor effectively manages personnel, delivery of services, and quality control and assurance is evident; communication and coordination is timely and effective with the COR.

Notifications are timely to the COR, no more than two (2) late notifications per year. QCP processes are effective with no negative trends noted in delivery of service

11.0 Quality Control and Assurance

Quality control program

Communication and coordination are timely with the COR.

No more than one (1) missed communications or timely coordination with COR per month.

Attachments

- Maps (2) – maps are for general reference and are not meant to be an accurate representation of property borders.

All measurements are approximate.

- Inspection Checklists (2)

This order shall be implemented consistent with applicable law and subject to the availability of appropriations.