Attachment 1 - Performance Work Statement OM Grounds 28 Feb 23.pdf

O&M AREA GROUNDS MAINTENANCE

PERFORMANCE WORK STATEMENT (PWS)

28 Feb 2023

KADENA AIR BASE, OKINAWA, JAPAN

TABLE OF CONTENTS

1 DESCRIPTION OF SERVICES

Maintain improved grounds

1.1.1 Mow

1.1.2 Edge

1.1.3 Trim

1.1.4 Remove debris/police grounds

1.1.5 Prune Shrubs, Hedges and other Plants

Maintain Semi-improved Grounds

1.2.1 Mow

1.2.2 Trim

1.2.3 Remove debris/police grounds

1.2.4 Perimeter Fence Line

Maintain vegetative beds, inert beds, rock beds and related areas

Maintain surface drainage ditches

Special Requirements

1.5.1 Trees

1.5.2 Special Cuts

2 SERVICE SUMMARY

QUALITY CONTROL

QUALITY ASSURANCE

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

FACILITIES

UTILITIES

MATERIALS

SECURITY, FIRE, AND MEDICAL SERVICES

4 GENERAL INFORMATION

MISSION

DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

ENVIRONMENTAL REQUIREMENTS

4.3.1 Hazardous Materials

4.3.2 Spill controls

4.3.3 Hazardous Materials Inventory

PERMITS, LICENSES AND CERTIFICATIONS

HOURS OF OPERATION

RECOGNIZED HOLIDAYS

4.6.1 Base Closures

SECURITY REQUIREMENTS

4.7.1 Vehicles

4.7.2 Identification Badges

4.7.3 Flight Line Driver Training

PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

SPECIAL QUALIFICATIONS

INTERFACES

CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE (QUALITY ASSURANCE

PERSONNEL)

SAFETY REQUIREMENTS AND REPORTS

SCHEDULES

4.13.1 SCHEDULE CHANGES

4.13.2 TRANSITION PLAN

TYPHOON SERVICES

5 APPENDICES

Appendix A - Grounds Description/Workdload Estimates

Appendix B - Area Map

Appendix C - Definitons

Appendix D - Contractors Yard Space

1 DESCRIPTION OF SERVICES

The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at Operation and Maintenance (O&M) Area on Kadena Air Base (AB) and Other U.S Military Installations in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. O&M area is a prominent area and continuous maintenance services are crucial. O&M area is divided into two areas: high visual area and visual area in Appendix B. Area maps and workload estimates depicting the service described in this PWS are identified in the Appendices. The evaluation of the Contractor’s performance will be based on the Contracting Officer’s Representative (COR) and Contracting Officer’s (CO) assessment of the performance required by the Service Summary (SS) and not the method of performance. The assessment may include information observed by the COR, the Contracting Officer, customer satisfaction and complaints, and other information received. Final results of the evaluations will be the determining factor for the success or failure of this contract. The Contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

The growing season at Kadena AB is considered to be year-round, with accelerated growth at certain times of the year. All damage caused by the Contractor or its employees to government property and personal property (to include facilities, fences, equipment, trees, and shrubs, etc.)

due to Contractor operations shall be repaired or replaced by the Contractor within 15 days after identification/notification at no additional cost to the Government. If a plant should die or become unhealthy due to damage, the Contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days after identification or notification or as otherwise agreed to by the parties.

Fence lines identified shall be trimmed to prevent vegetation growth in the fence, including removal of vegetation growing up the links of the fence. All areas shall be trimmed concurrent with mowing.

MAINTAIN IMPROVED GROUNDS

Improved grounds are identified in Appendix A and B. The contractor shall dispose of all natural or man-made debris (including but not limited to grass clippings, branches, dried brush, etc.)

collected from grounds maintenance activities in an off-base location outside of the U.S.

Government installation.

1.1.1 MOW

The contractor shall mow all improved grounds to look well-manicured, with a neat and professional appearance at all times, maintaining the grass height between 2 inches (4 cm) and 4 inches (10 cm). Seed heads are not included in this measurement. The contractor shall maintain the grass to be uniform in appearance, free of skips, gaps, rutting, or scalping. The contractor shall be required to pick up debris, natural and manmade, prior to mowing any area. The contractor shall remove or mulch grass clippings when visible after mowing, before leaving work area.

1.1.2 EDGE

The contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaced areas located within the improved grounds so that grass height matches surrounding area grasses.

Grass, vegetation, and weeds shall be cut back no more than ½-inch (1.3 cm) from the surface edged, maintaining an even contour with the edged surface, uniform in appearance and free of scalping, rutting, and uneven or rough cutting.

1.1.3 TRIM

The contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, and other fixed obstacles and temporary obstacles/objects on improved grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing. The contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area.

1.1.4 REMOVE DEBRIS/POLICE GROUNDS

The contractor shall perform general litter patrol in areas of improved grounds identified in Appendix A and B. Remove and dispose of natural debris, tree limbs, dry brush, , etc. less than 70 lbs (32 kg) and man-made debris. Police areas to maintain a neat and professional appearance.

1.1.4.1 DEAD ANIMALS

Report any dead animals identified to the COR.

1.1.5 PRUNE SHRUBS, HEDGES AND OTHER PLANTS

The contractor shall prune/trim shrubs and other plants to maintain their natural growth characteristics to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Shrubs, plants, hedges, and ground cover/vines shall be pruned/trimmed 3 inches (8 cm) away from buildings, fences, curbing, sidewalks, and other fixed obstacles. All ground cover and plants shall be kept within the bed borders. All plants around landscape and ground lights shall be pruned/trimmed to allow light usage for its intended purpose. Shrubs and hedges located on street corners, curb easements, etc. shall be pruned/trimmed to keep from obstructing view of oncoming traffic. Areas beneath shrubs and hedges shall be kept free (clean) of all grass, weeds, vegetation, and debris.

MAINTAIN SEMI-IMPROVED GROUNDS

Semi-improved grounds are identified in Appendix A and B. All natural or man-made debris (including but not limited to grass clippings, branches, dried brush, etc.) shall be disposed of in an off-base location outside of the U.S. Government installation.

1.2.1 MOW

The contractor shall maintain grass height between 4 and 10 inches in all semi-improved grounds areas. Maintain a uniform appearance in all areas. Where possible, maintain adjacent areas at or near the same grass heights.

1.2.2 TRIM

The contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, and other fixed obstacles and temporary obstacles/objects on semi - improved grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing.

1.2.3 REMOVE DEBRIS/POLICE GROUNDS

The contractor shall perform general litter patrol in areas of semi-improved grounds identified in Appendix A and B. Remove and dispose of natural debris, tree limbs, dry brush, etc. less than 70 lbs. (32 kg) and man-made debris. Police areas to maintain a neat and professional appearance.

1.2.3.1 DEAD ANIMALS

Report any dead animals identified to the COR.

1.2.4 PERIMETER FENCE LINE

The contractor shall maintain a 10ft strip on each side of the perimeter fence and interior security fences (20 ft. total) as Semi-Improved Grounds where applicable. The contractor shall maintain a minimum of 15ft clearance on either side of an interior or exterior perimeter fence of the MUNS area. The fence lines are identified in Appendix B. The area must be maintained so that all vines, tree branches, weeds, grass and other vegetation does not overhang any perimeter and interior security fence lines.

MAINTAIN VEGETATIVE BEDS, INERT BEDS, ROCK BEDS AND RELATED AREAS

The contractor shall maintain vegetative beds, inert beds, rock beds, and related areas for 18WG HQ, Department of Defense Education Activity Grounds areas to present a neat and professional appearance to include weeding. All debris found will be disposed of in an off-base location outside of the U.S. Government installation.

MAINTAIN SURFACE DRAINAGE DITCHES

The contractor shall maintain surface drainage ditches to be free of shrubs, trees, and trash to prevent erosion and ensure continuous flow of water. Drainage ditches to be maintained are identified in Appendix B. All debris found will be disposed of in an off-base location outside of the U.S. Government installation.

SPECIAL REQUIREMENTS

1.5.1 TREES

The contractor shall identify trees that pose public safety hazards or threats to structures/buildings. These hazards include minimum safety clearances, which are: 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, 4 feet over buildings, and 1 foot from buildings. The contractor shall be responsible for identifying and trimming all branches, limbs, or parts of trees that require service up to 15ft (4.5 M) in height from the ground. The contractor shall dispose of all created debris in an off base location outside of the U.S. Government installation.

1.5.2 SPECIAL CUTS.

The contractor shall upon notification by the CO or COR through the issuance of a work order, perform special cuts. Provide price based on estimated acreage for Special Cuts as shown in Appendix A. Special cuts may include, but are not limited to, change of command ceremonies, holiday festivities, DV (distinguished visitor) cut etc. Support of these events will be generally accomplished through, but is not limited to, schedule adjustments for mowing.

2 SERVICE SUMMARY

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the contractor’s Quality Assurance Plan provide 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. During the first initial 30 days of the contract, two additional errors on each work shall be allowed in an effort to identify normal phase-in problems.

Areas designated as O&M areas are considered high visibility with little tolerance for performance errors. The contractor shall take care to perform per the thresholds listed below in all areas with minimal defects, while understanding that O&M areas are the most visible.

Performance Objective PWS Para

Performance Threshold and Remedy

Method of Assessment

PO-1

Maintain Improved Grounds

a. Mow (5cm-10cm)

b. Edge

c. Trim

d. Debris collection(Weight<32kg)

e. Shrub/Hedges/Plants

f. Clippings

1.1

Excellent: 0 defect Very Good: 1 defect Satisfactory: 2 defects Marginal: 5 defects Unsatisfactory: more than 5 defects

Re-performance within 48 hours

Monthly

Surveillance

Customer Complaints

PO-2

Maintain Semi-Improved Grounds

a. Mow (10cm-25cm)

b. Trim

c. Clippings

1.2

Satisfactory: 2 defects Marginal: 5 defects Unsatisfactory: more than 5 defects Re-performance within 96 hours

Monthly Surveillance

Customer

Complaints

PO-3

Maintain Flower Beds

a. Removed/Eradicated

b. Keep clearance of 7.6 cm

1.3

Satisfactory: 2 defects Marginal: 5 defects Unsatisfactory: more than 5 defects Re-performance within 96 hours

Monthly Surveillance

Customer

Complaints

PO-4

Maintain Drainage Ditches free of shrubs, trash and clippings

1.4

Satisfactory: 2 defects Marginal: 5 defects Unsatisfactory: more than 5 defects Re-performance within 96 hours

Monthly Surveillance

Customer

Complaints

PO-5

Base Perimeter & Interior Security Fence 1.2.3

Satisfactory: 2 defects Marginal: 5 defects Unsatisfactory: more than 5 defects Re-performance within 96 hours

Monthly Surveillance

Customer

Complaints

PO-6

Trimming of Trees

a. Tree(Height-4.5M)

b. Shrub trimming

1.5.1

Satisfactory: 2 defects Marginal: 5 defects Unsatisfactory: more than 5 defects Re-performance within 96 hours

Monthly Surveillance

Customer

Complaints

QUALITY CONTROL

The contractor shall provide a written description of the quality assurance system to include identification of the commercial practices and procedures to be used, such as those of the Professional Grounds Management Society (PGMS), Tree Care Industry Association, American Society of Landscape Architects, the American National Standards Institute (ANSI), and local Extension Offices of the Federal Cooperative Extension Service or any local regulations. Include the inspection system requirements of FAR 52.246-4 in this document. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. Upon request a written Quality Assurance Plan shall be submitted to the contracting officer for review. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required. The contractor shall additionally submit a staffing plan to confirm the availability of the manpower required to perform as detailed above and to convey proper understanding of the complete requirement.

QUALITY ASSURANCE.

The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The CO 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 facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The CO 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. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) DD Form 2772 for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 1 calendar days of receipt.

Continued failure to perform and/or complete corrective actions will not be tolerated and will lead to administrative actions at the discretion of the Contracting Officer, up to and including withholding of payments.

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

FACILITIES

The Government will provide the facilities identified below for contractor use in support of the requirements of this contract. The facilities are provided “as is.” Obtain CO approval in advance of making any changes to the facilities. Such changes will be at no cost to the Government unless otherwise approved by the CO. The contractor shall ensure facilities are maintained in a neat, clean and professional manner. The CO reserves the right to reallocate and relocate assigned facilities during the term of the Contract. Upon completion or termination of this Contract, or upon such reallocations or relocations, return facilities to the government in the same condition as received, fair wear and tear and approved modifications.

Depending on the contracted area size, approximately 2,451 square meters of fenced space are provided to O&M, MUNS and MFH contractors as detailed in Appendix D.

UTILITIES

The Government will furnish electricity, water, and sewage if available at the contractor yard.

Connection to utilities at site is contractor’s responsibility. The Contractor shall not change or modify any utility system or component; or connect any Contractor property, equipment or system without prior CO review and approval. The contractor shall practice energy conservation in the Government provided facilities.

MATERIALS

None

SECURITY, FIRE, AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

The contractor will ensure personnel have the following on-base emergency services numbers available for use as needed:

Kadena AB, Okuma, Camp Shields, or Torii Station

Camp Foster, Camp Courtney, Camp Hansen, Camp Schwab, or Camp Kinser

Emergency (Base Phone) 911 911 Fire Protection 634-6011 645-3776 Security Police 634-1880 645-7441 Emergency (From Cell Phone) 098-934-5911 098-911-1911

4 GENERAL INFORMATION

MISSION

The overall Civil Engineer mission at Kadena Air Base is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned airmen, families, and civilian employees. Kadena Air base is the largest U.S. Military installation in the Asia-Pacific region and is a frequent host to distinguished visitors from various DoD agencies.

DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

Damages to Government buildings, equipment, or vegetation are addressed in clause FAR 52.237-2 – “Protection of Government Buildings, Equipment, and Vegetation.” (Apr 1984)

ENVIRONMENTAL REQUIREMENTS.

The contractor shall be knowledgeable of and comply with all applicable laws and Japan Environmental Governing Standards (JEGS) requirements regarding environmental protection.

In the event environmental laws and regulations change during the term of this contract, the contractor shall comply with such changes.

4.3.1 HAZARDOUS MATERIALS

The contractor shall submit Material Safety Data Sheet (MSDS) to 18AMDS/SGPB (Bioenvironmental Engineering Flight) for review and approval. The office is located at 18 Medical Group, Kadena AB and can be contacted at telephone # 961-4752. The MSDS must provide a copy version in English for each chemical element to prior to start of this contract.

The contractor shall be responsible for the proper handling, labeling, storage, and disposal of hazardous materials in accordance with all existing laws and regulations.

4.3.2 SPILL CONTROLS

If the contractor spills or releases any substance, the contractor shall immediately report the incident to the COR. The COR will confer with personnel of the 18CES Hazardous Response Team at 634-1148. The contractor shall be liable for spill, remediation, and other costs resulting from nay such spill or release.

4.3.3 HAZARDOUS MATERIALS INVENTORY

The contractor shall maintain an up-to-date hazardous material inventory with copies of Safety Data Sheets (SDSs) for all materials used on the job site. The contractor shall maintain a complete copy of all approved SDS and AF Form 3952s.

PERMITS, LICENSES AND CERTIFICATIONS

Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications;

give all required notices; and comply with applicable local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review. All pesticide application will be made by State or Host Nation certified applicators as prescribed in DoDI 4150.07.

HOURS OF OPERATION

Perform grounds maintenance services during normal duty hours which are 0700 - 1800, Mondays through Saturday, excluding federal holidays, unless otherwise required in the contract or approved by the CO. Do not perform services dormitories, before 0730. If requested by the contractor, and with coordination of the CO/COR as required, the contractor may work extended hours to ensure timely completion of work. Should the contractor request this, there shall be no additional cost to the Government.

There may be situations that require the contractor to work at times other than normal working hours. When the contractor’s work schedule conflicts with an Air Force mission requirement, advise the CO and reschedule the work to minimize disruption.

RECOGNIZED HOLIDAYS.

The following federal holidays will be observed by the contractor except where Service Contract Act specifies differently:

• New Year’s Day - 1 January

• Martin Luther King Day - 3rd Monday in January

• President’s Day - 3rd Monday in February

• Memorial Day - last Monday in May

• Juneteenth – 19 June

• Independence Day - 4 July

• Labor Day - 1st Monday in September

• Columbus Day - 2nd Monday in October

• Veteran’s Day - 11 November

• Thanksgiving Day - 4th Thursday in November

• Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.6.1 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.

SECURITY REQUIREMENTS

Security and base access requirements are contained in clause AFFARS 5352.242-9000 “Contractor Access to Air Force Installations.” (Oct 2019). 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 destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.7.1 VEHICLES

The Contractor must provide the COR with a list of all vehicles to be utilized on base. The list must identify type of vehicle and license number. Only vehicles identified on this list are allowed on Government facilities. Each vehicle must have the Contractor’s/Company name and/or logo clearly visible on each side in English. The Contractor must update this list as vehicle requirements change. The Contractor must ensure all vehicles remain in serviceable condition and that all vehicles meet prefectural safety requirements of the Japanese Government.

All vehicles utilizing electronic communications must comply with KAB communication frequency regulations. The Contractor may view base regulations at the Kadena Security Police office or the Marine Provost Marshall office. Frequency requirements are available from 18 Communications Squadron/LMR personnel through request to the COR.

4.7.1.1 ROAD LAWS

The Contractor must comply with Japanese road laws while on U.S. Military Installations to include: Article 43, The Road Law (Japan) Prohibited Acts Relative to Roads. As per Article 43- 2, the agency managing a road may, when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle or correcting the method of loading, traveling or operation of the vehicle.

4.7.1.2 REQUIRED INSURANCE

The Contractor must procure and maintain during the entire period of performance under this contract, the following minimum insurance on each vehicle used by the Contractor at the work site: Automobile Property Damage insurance amount: ¥3,000,000 or the dollar equivalent.

Bodily Injury insurance amount: ¥30,000,000 or dollar equivalent. All vehicles must be properly inspected/insured IAW Japanese Compulsory Insurance (JCI) requirements.

Prior to the commencement of work hereunder, the Contractor must furnish the CO a certificate or written statement of the above-required insurance. The policies evidencing required insurance must contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S. Government in such insurance must not be effective for such period as may be prescribed by the required Japanese law in which this contract is to be performed and in no event less than thirty 30 days after written notice thereof to the CO.

4.7.2 IDENTIFICATION BADGES

The Contractor is responsible to obtain such clearances and/or passes as required for its employees to enter military installations after contract award and prior to the start of work. The Contractor must be responsible for all passes issued to his/her employees under this contract.

Applications must be coordinated through the CO or COR. At the time of application, the 18th Security Forces Squadron (18 SFS) may conduct background checks on employees. Upon termination of employment of any personnel, the Contractor must be responsible for returning identification cards and base passes to 18 SFS within 24 hours.

4.7.3 FLIGHT LINE DRIVER TRAINING

The Government shall provide all required flight line drivers certification training to the contractor as required to perform maintenance services. Once the contractor’s employees have successfully completed the required training, the Government will issue all employees an AF IMT 483, Certificate of Competency. The contractor shall coordinate the required light line driver’s training with the COR.

PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED

SECURITY

This service is not determined to be essential for performance during crisis according to DODI

3020.37. If notification to discontinue services is not received, the contractor is expected to continue performance IAW this PWS. The services shall not be required when the facility is closed at the direction of the Commander. This includes base closure for inclement weather. The CO or COR must notify the Contractor’s POC if the facility is closed due to inclement weather or for other reasons. On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours.

SPECIAL QUALIFICATIONS

The contractor shall provide the name and telephone number of the contractor’s on-site contract manager and alternate responsible for all requirements in the PWS. The Contractor must provide a contract manager and alternate contract manager who are responsible for the performance of the services. The names and phone numbers of the contract manager and alternate must be provided to the CO in writing prior to the beginning of the first performance period. The Contractor must provide the CO and COR, telephone number(s) where validation results and complaints can be reported. The contract manager and alternate must be able to read, write, speak and understand English.

INTERFACES

Do not unduly interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the Government person involved, to the CO or COR immediately by the most expedient means.

Notify the CO or COR verbally of disputes with customers or other base contractors and follow-up in writing.

CONTRACTING OFFICER AND CONTRACTING OFFICER

REPRESENTATIVE (QUALITY ASSURANCE PERSONNEL)

The Contracting Officer will appoint a primary and alternate Contracting Officer Representative (COR) to monitor contract performance. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

SAFETY REQUIREMENTS AND REPORTS

The contractor shall perform work in a safe manner as required by Japanese Industrial Labor Standards. Provide a verbal report to the CO or COR as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

SCHEDULES

The contractor shall submit a schedule for all services described in this PWS and Appendices to the CO for review at the post-award conference and at each option year. The schedule shall identify plots, acreages, or base areas and days of the week service will occur. The schedule may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office", PDF or Google Docs software.

4.13.1 SCHEDULE CHANGES

Occurrence based (non-permanent and no more than once a month) schedule changes due to customer requests or base exercises shall be support by the contractor. The COR will request the changes to the contractor 10 days before the schedule change take place for improved grounds mowing only at no additional cost to the government.

4.13.2 TRANSITION PLAN

The contractor shall provide a complete transition plan to ensure a smooth transition in the change of work effort without disruption of services. The transition plan shall include milestones for startup, mobilization, and transition depicting the chronological sequence of events, which will indicate how and when properly trained and qualified personnel will accomplish full assumption of the performance requirements as identified within this PWS. The transition plan shall also provide an acceptance/inventory plan for the transfer of Government Provided Facilities and equipment. The contractor shall ensure all necessary personnel actions and appropriate training, as well as non-personnel considerations such as equipment, materials and supplies, environmental, safety and security issues, etc. are accomplished in accordance with the accepted transition plan.

The contractor shall also perform necessary phase-in services during the contract phase-in period, as well as perform necessary activities to phase-out upon award of a successor contract.

TYPHOON SERVICES

When Tropical Cyclone Condition of Readiness (TCCOR) 2 or TC-2 is declared by KAB weather authorities, the Contractor must suspend Grounds Maintenance work. When TCCOR 1C or TC- 1C is declared by KAB weather authorities, the Contractor must depart military bases and monitor radio/television for changes in TCCOR Conditions. When TCCOR Storm Watch (SW) or TC-SW is declared by KAB weather authorities, the Contractor must report to the COR to resume services.

5 APPENDICES

APPENDIX A – GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

APPENDIX B –AREA MAP

APPENDIX C – DEFINITIONS

APPENDIX D - CONTRACTORS YARD SPACE

APPENDIX A – GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

DESCRIPTION

(O&M High Visual Area)

ESTIMATED

QUANTITIES

Quantity Unit Grass Height or Requirement

Kadena Air Base O&M areas 273.176 Acres

1. Improved Grounds O&M Area 248.279 Acres 2~4 inch

2. Semi-improved Grounds Area 24.897 Acres 4~10 inch (Kadena Air Base) 24.837 Acres 4~10 inch

(Post Office at Naha in JSD) 0.060 Acres 4~10 inch

3. Special Cut 40 Acres Per request

DESCRIPTION

(O&M Visual Area)

ESTIMATED

QUANTITIES

Quantity Unit Grass Height or Requirement

Kadena Air Base O&M areas 300.962 Acres

1. Improved Grounds rea 259.450 Acres 2~4 inch

2. Semi-improved Grounds Area 45.513 Acres 4~10 inch (Kadena Air Base) 45.179 Acres 4~10 inch

(Antenna site near White Beach) 0.334 Acres 4~10 inch

3. Special Cut 10 Acres Per request

APPENDIX B –AREA MAP

*Upon award, enlarged map will be provided

APPENDIX C – DEFINITIONS

1. Scalping – areas where the grass is mowed too close to the ground because of uneven ground underneath. When grass is mowed too close to the ground it frequently appears as an unsightly yellow scar. Typically scalping occurs when mowing on hill sides and around obstacles on uneven terrain.

2. Xeriscaping - a landscaping method that employs drought-resistant plants in an effort to conserve resources, especially water, and reduce yard trimmings. Xeriscaping uses decorative brick, lava rock, mulch and low water vegetation such as bougainvillea, hibiscus, cactus, and evergreen ground covering plants to eliminate the high costs of maintaining 2”-4” grass fields and reduce the cost of watering.

3. Pocket Urban Forests – a landscaping technique of planting indigenous local trees and shrubs in clusters to cut down on large open areas of grass that are regularly maintained. This method would be practical on-bases that receive a large amount of rainfall, and as a result do not irrigate.

4. Seed Head Inhibitor – an agent or combination of agents applied to grass areas prone to the production of seed heads to suppress the seed heads and reduce the frequency of mowing required.

5. Rutting – visible marks left on the grounds from the wheels of mowing and edging equipment.

6. Topping – The reduction of a tree’s size using heading cuts that shorten limbs or branches back to a predetermined crown limit. Topping is not an acceptable pruning practice.

7. Lion’s Tailing – The removal of an excessive number of inner, lateral branches from parent branches. Lion’s tailing is not an acceptable pruning practice.

8. Types of Pruning:

a. Cleaning – Selective pruning to remove to remove one or more of the following parts: dead, diseased, and/or broken branches.

b. Thinning – Selective pruning to reduce density of live branches.

c. Raising – Selective pruning to provide vertical clearance.

d. Reduction – Selective pruning to decrease the height and/or spread.

9. Branch Bark Ridge – The raised area of bark in the branch crotch that marks where the branch and parent meet.

10. Caliper – The diameter of a tree measured at a point 6 inches above the ground line if the resulting measurement is no more than 4 inches. If the resulting measurement is more than 4 inches, the measurement is made at a point 12 inches above the ground line.

11. Diameter Breast Height (dbh) – The diameter of a tree measured at a point 4.5 feet above the ground line.

12. Trimming – Cutting of grass and other vegetation around grounds obstacles that prevent mowing.

13. Distinguished Visitor (DV) / Special Cut - Grass cutting in high profile areas of the base such as ceremonial areas, ornamental areas, distinguished visitor routes, quarters, and entrances.

A DV cut is generally performed more frequently than other cuttings and the height range specified is usually smaller. Grass clippings are removed from the area and the end result is uniform in appearance, well-manicured, and complete.

APPENDIX D - CONTRACTORS YARD SPACE (2,451 square meter)

1.1.5 Prune Shrubs, Hedges and other Plants

1.2.4 Perimeter Fence Line

4.14 TYPHOON SERVICES

5 APPENDICES