Attachment 1 - Performance Work Statement (PWS).pdf

PERFORMANCE WORK STATEMENT (PWS)

HORTICULTURE SERVICE

Maxwell AFB

Montgomery, AL

July 5, 2024

GROUNDS MAINTENANCE PWS

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 3

2. SERVICES SUMMARY 6

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 9

4. GENERAL INFORMATION 11

5. ADDENDUM- CONTRACTOR LABOR HOURS REPORTING 23

APPENDIX A – HORTICULTURE SERVICE IMPROVED AREAS A

APPENDIX B – AREA MAP B

APPENDIX C – DATA REQUIREMENTS C

APPENDIX D – DEFINITIONS AND ABBREVIATIONS D

APPENDIX E – RESERVED E

1. DESCRIPTION OF SERVICES. The Contractor shall provide non-personal services, to serve as the Maxwell/Gunter installation horticulturalist/landscape designer and greenhouse plant nursery manager to include planning, design, coordination, direction, and performance of a wide variety of horticultural, arboreal, floricultural, and, in coordination with the COR and Grounds Maintenance Supervisor, grounds maintenance duties to improve/maintain beautification of Maxwell/Gunter installations. Contractor shall perform other duties and projects assigned, as they occur within the scope of this PWS.

1.1. MAINTAIN IMPROVED AREAS. Improved areas are identified in Appendix A. Improved areas are areas that require more frequent maintenance such as courtyards, planting beds, entrance marquees, planters and containers.

1.1.1. Mow. Mow all improved areas to look well-manicured with a neat and professional appearance at all times. Maintain grass and vegetation in lawns between two (2) and four (4) inches (including seed heads) in height, uniform in appearance, free of skips, gaps, rutting, or scalping.

Pick up debris and litter prior to mowing any area. Remove or mulch grass clippings, when clumps or rows of clippings remain after mowing, before leaving work area.

1.1.1.1. Enhanced Areas. These are the improved areas most likely to receive customer complaints. These areas include the points of entry to Maxwell AFB and the areas that are visited most frequently by Distinguished Visitors (DVs).

1.1.2. Edge. Edge sidewalks, planting beds, curbs, and other hard surfaced areas located within the area of improved areas during mowing or when vegetation extends onto hard surfaces or planting bed edges to ensure a well-manicured appearance. Grass and vegetation height shall match surrounding area vegetation height. Grass and/or other vegetation shall be cut back no more than half (1/2) inch from the surface being 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. Trim grass and vegetation around trees, shrubs, buildings, fences, poles, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles and temporary obstacles/objects on improved areas. Trimming height shall match surrounding area grass height.

All areas shall be trimmed concurrent with mowing or when height exceeds four (4) inches.

Remove or mulch grass clippings, when visible after trimming, before leaving work area.

1.1.3.1. Chemical Trimming. The Contractor may substitute chemical trimming with contact herbicides for mechanical trimming except when used around sprinkler heads, trees, shrubs, hedges, and other vegetation. When chemical trimming is used, the vegetation shall not be eradicated beyond six (6) inches from the obstruction. Unless approved by the COR, Chemical trimming does not apply to Plant Growth regulators. All herbicides must be EPA registered and applied by a certified applicator in accordance with DoDI 4150.7, “DoD Pest Management Program.” The Contractor shall obtain approval from the Government prior to application.

1.1.3.2. Weed Control. Limit pest/weed control to noxious or invasive species control. Weed control is defined as the process of controlling or eliminating unwanted plant material. The Contractor shall control weeds in improved areas. Any herbicides used shall be applied in strict compliance with the manufacturer’s label instructions and in accordance with Maxwell AFB’s

Integrated Pest Management Program. The Contractor shall repair/replace any grassed areas, trees, shrubs, flowers, or bushes that have been damaged by improper spraying procedures.

1.1.4. Remove Debris/Police Grounds. Debris removal and grounds policing will be limited to operational, safety, Anti-Terrorism/Force Protection (AT/FP), drainage problems, and lawn disease prevention. Perform general debris and litter patrol in all areas maintained by the Contractor. Gather, remove, and dispose of debris and litter (tree limbs, dry brush, leaves, food wrappers, plastic bottles, cans, etc.) in accordance with base solid waste and recycling procedures.

1.1.5. Leaf Removal/Mulch. Limit leaf removal/mulch to operational, safety, AT/FP, drainage problems, and lawn disease prevention. Remove or mulch large quantities of leaves to maintain a neat and professional appearance.

1.1.6. Prune Shrubs, Hedges and Other Plants. Prune shrubs, hedges, and other vegetation to prevent infrastructure damage, pest infestation, and to comply with AT/FP standards. Prune/trim shrubs and other plants to maintain their natural growth characteristics and enhance the beauty and health of the plant. Maintain hedges to their natural, mature height and shape. Shrubs, plants, hedges, and ground cover/vines shall be pruned/trimmed three (3) inches 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.

Volunteer tree growth seedlings shall be removed as needed.

1.2. MAINTAIN VEGETATIVE BEDS, INERT BEDS AND RELATED AREAS. The Contractor shall maintain vegetative beds, inert beds, and related areas as identified in Appendices A to present a neat and professional appearance. Maintenance activities may include, but are not limited to fertilizing, watering, weeding, mulching, and repairing or replacing damaged plants and shrubs. When replacing plants, shrubs, and performing repairs, conform to good Xeriscaping practices for the area.

1.2.1. Planter/Flower Beds. These areas are specialized types of improved areas. These areas include shrubs, hedges, ground cover, and flowers. These areas are generally mulched with wood chips or shredded bark and are of varying sizes. Mulch should be uniform and even with the height of the border. Maintenance shall include, but is not limited to: weeding, edging, and trimming in and around planter beds, replacing dead plants, turning mulch, and trimming trees, shrubs, and hedges. Planter beds shall be free of weeds. Vegetation shall not extend past one inch (1”) over any boundary or border. COR shall have the final determination on the removal of questionable objects. The Contractor is responsible for replacing any plants damaged by the Contractor. The Government will provide any other plants if required. The Contractor shall repair/replace any mulch or landscape surfaces damaged by the removal of undesirable vegetation to at least the original condition.

1.3. SPECIAL REQUIREMENTS.

1.3.1. Greenhouse. The Contractor shall Plan, organize, and manage the operation of three greenhouses and plant nursery to include scheduling and participation in the propagation, cultivation, and harvesting of horticultural specialties, such as trees, shrubs, flowering plants and flowers used in landscaping the installation while applying knowledge of environmental-control structures, systems, and techniques and plant culture. Ensure periodic and proper maintenance is performed on the filtration, aeration, misting and water systems in the greenhouses and plant nursery. Design and execute an effective system of internal controls which provides reasonable assurance that operations are effective. Ensure all government assets are safeguarded, financial information is reliable, and applicable regulations, policies and procedures are complied with.

Determine type and quantity of stock to grow on a seasonal basis. Propagate, identify, and recommend the purchase of plants for particular purposes, such as shade, boundary lines, ground cover, erosion control, or pleasing appearance. The Contractor is responsible for the efficient management and operation of the installation’s three greenhouses and plant nursery and for inspecting the facilities for signs of disrepair, such as missing glass panes, clogged sprinklers, inoperable ventilation/aeration systems and notifies the COR or Grounds Maintenance Supervisor to ensure refurbishing or replacement of parts in environmental-control structures and systems.

1.3.2. Federal Inmates. The Contractor shall utilize a work crew of up to eight minimum- security non-violent inmates from the Federal Prison Camp (FPC) on Maxwell AFB. A briefing on the rules of working with inmates will be given. The Grounds Maintenance Supervisor will assist with inmate supervision during work projects and greenhouse operations. Documentation of training records of FPC inmates will be required each month, as well as monthly inmate evaluations. The Contractor is responsible for the training of new crews of workers (due to rotation of personnel) in gardening and landscaping techniques such as propagation, transplanting and weeding.

1.3.3. Landscape Design. The Contractor shall plan, design and coordinate a wide variety of horticultural, arboreal, floricultural, and grounds maintenance duties. Provide direct input to gardening work based on organizational project plans, coordination with the Grounds Maintenance Supervisor, master landscape and long-range plans; and make judgments within the framework of good horticultural practices. The Contractor shall serve as the Maxwell/Gunter installation horticulturalist/landscape designer and greenhouse plant nursery manager to include planning, design, coordination, direction, and performance of a wide variety of horticultural, arboreal, floricultural, and, in coordination with the Grounds Maintenance Supervisor, grounds maintenance duties to improve/maintain beautification of Maxwell/Gunter installations. In addition, adhere to the Maxwell /Gunter master landscape plan, maximize limited resources, and plan for the future.

Also provide a safe, attractive, functional, inspirational, and relaxing environment for the occupants, employees, and visitors to Maxwell/Gunter installations, and establish activities that positively affect the preservation, restoration, enhancement, and beautification of the Maxwell/Gunter installations.

2. SERVICES 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 for each requirement. The SS and the Contractor’s Quality Control Plan (QCP) 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 30 days of the contract, two additional errors on each Performance Objective shall be allowed in an effort to identify normal phase-in problems, unless the incumbent Contractor wins the new contract.

Table 1 Performance Objective PWS

Para Performance

Threshold Remedy Method of

Assessment

SS-1

Maintain Improved Grounds

a. Mow

b. Edge

c. Trim

d. Leaf Removal

e. Prune Shrubs

1.1, inclusive

No more than 5 valid defects per month

Re-performance within 4 hours of notification

Periodic surveillance, Valid customer complaint

SS-2

Maintain Vegetative Beds, Inert Beds, Related Areas

a. Planters

b. Flower Beds

1.2 No more than

3 valid defects per month

Re-performance within 4 hours of notification

Periodic surveillance, Valid customer complaint

SS-3

Debris, Trash and Litter Policing

1.1, inclusive

No more than 3 valid defects per month

Re-performance Within 4 hours of notification

Periodic surveillance, Valid customer complaint

SS-4

Special Requirements

a. Federal Inmates

1.3 No defects per

month

Re-performance Within 4 hours of notification.

100% Inspection

SS-5

Special Requirements

a. Greenhouse

1.3 No more than

5 valid defects per month

Re-performance Within 4 hours of notification

Periodic surveillance

SS-6

Quality Control Contractor’s Quality Control Plan (incorporated into contract after award).

2.1 No more than

3 valid defects per month

Contractor shall respond to a Corrective Action Report.

Periodic surveillance, Valid customer complaint

SS-7

Data Requirements

Appendix C

No more than 1 valid defect per month

Contractor shall submit corrected report within 2 business days of notification

Monthly review of Contractor-submitted reports

2.1. QUALITY CONTROL. The Contractor shall provide a written description of the quality control 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, ANSI, and local Extension Offices of the Federal Cooperative Extension Service. Include the inspection system requirements of the FAR 52.246-4 in this document. Develop a plan and implement procedures to identify, prevent, and ensure non-performance and repeat of defective service does not occur. A written QCP shall be submitted to the CO for review and feedback. The plan shall be submitted no later than the pre-performance conference. The plan shall specifically address the Contractor’s strategy to provide quality workmanship and continual process improvement, and for correcting deficiencies as required.

2.1.1. Grounds Maintenance Plan. The Contractor shall prepare an annual grounds maintenance plan. The plan shall describe how and when the tasks listed in Services Summary shall be accomplished. A typed copy of the plan shall be made available to the COR for acceptance within ten (10) business days of the contract start date and the beginning of each fiscal year thereafter.

The Contractor shall include its intended use of all chemical agents within this plan and shall specify what weed control methods (i.e., non-selective systemic herbicide use, selective systemic herbicide use, pre-emergent herbicide use, and/or mechanical weed control using shovels, hoes, etc.) shall be implemented. The Contractor shall submit updated plans as needed during the year to the COR.

2.1.2. Annual Inspection Schedules. The Contractor shall submit an annual inspection schedule to the COR within ten (10) business days of the contract start date and the beginning of each fiscal year thereafter. This schedule shall detail when the Contractor will be inspecting QCP items during each month.

2.2. 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 surveillance results. Results of the surveillance 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 CO or the COR will initiate either a Corrective Action Report (CAR) or a Contract Discrepancy Report (CDR). The Contractor shall respond to the COR IAW instructions provided.

2.3 PERFORMANCE ASSESSMENT

2.3.1. Periodic Assessments. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic assessments will be conducted and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the CO or COR.

Failing to meet the performance threshold as outlined in the SS for any of these Performance Objectives in any one month period shall result in a warning or letter of concern from the CO.

Failing to meet the Performance Threshold as outlined in the SS of these Performance Objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.1.2. 100% Inspection. This method requires the COR to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any and all deficiencies shall be documented and the Contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount.

2.4. PERIODIC PROGRESS MEETINGS. The CO, Functional Commander/Director, COR, or other Government personnel as deemed appropriate, and the Contractor shall meet as necessary to discuss the Contractor’s performance. The following issues shall be discussed:

opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each Performance Objective observed, positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide insight into any identified adverse trends and corrective actions. COR shall provide Contractor a copy of the agenda of discussion items, as developed by the CO, at least three (3) workdays prior to the meeting. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

2.4.1. Periodic progress meetings will be scheduled on an as-needed basis. Progress meetings can be in person, telephonic, or video.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. 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 approval via a Civil Engineer Work Request, AF Form 332, with CO or COR coordination prior to making any changes to the facilities. The Contractor shall ensure facilities are maintained in a neat, clean and professional manner. 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.

3.1.1. Floor Space. Approximately 1,000 square feet of floor space are provided in Building 1305.

The facility is located on map: See Appendix B.

3.1.2. Exterior Space. Approximately 85,000 square feet of exterior space are provided within the Greenhouse yard. The facility is located on map: See Appendix B.

3.2. UTILITIES. The Government will furnish electricity, water, and sewage as necessary for accomplishment of work in accordance with this contract. All facilities do not receive the same utility services. The Contractor shall not change or modify any utility system or component, or connect any Contractor property, equipment or system without prior COR review and approval.

The Contractor shall practice energy conservation in the Government-provided facilities.

3.3. EQUIPMENT. The Government will provide all equipment needed to perform the duties of this PWS. Equipment will be vehicles, UTV’s, trailers, mowers, power tools, hand tools, etc. Motor vehicle operation duties include, but are not limited to, making decisions on the type of Government furnished vehicle to be operated, destination, cargo to be transported, purpose of the trip, deadlines to be met, and any special information requirements. The Contractor is responsible for the safe transport of cargo and work crew on public thoroughfares and throughout the installation. The work is regularly checked and evaluated for timely execution of requirements, the safe delivery of cargo, and quality of work. Follow instructions and regulations for operating vehicles. Review the operator’s manual for assigned vehicles to be able to recognize developing maintenance problems when conducting operator inspections and reporting problems to the Vehicle Control Officer.

3.4. MATERIALS. The Government will provide the following materials: Mulch, Top Soil, and Wood Chips used for planter bed, tree maintenance.

3.5. SECURITY, FIRE, AND MEDICAL SERVICES. The Government will provide police and fire protection. In the event of a medical emergency, Contractor must call “911” and request to be transferred to “Maxwell AFB 911” or call 953-9911 for direct Maxwell AFB 911. Base Fire Department will respond and contact off base ambulance service for transporting an injured employee to a local hospital.

3.6. TELEPHONE. The Government will provide one (1) telephone line in the Government provided facility for Contractor use in making local commercial calls and on base calls in support of contract requirements. Long distance calls and toll calls are not authorized on Government phones.

3.7. SOLID WASTE COLLECTION AND DISPOSAL. The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The Contractor shall adhere to all Maxwell AFB recycling programs to include disposal of yard/tree waste in specified dumpster collection stations or at the recycling collection center on base. The COR shall identify these specific dumpsters for yard/tree waste and help locate Maxwell AFB recycling procedures.

4. GENERAL INFORMATION

4.1 MISSION.

The overall Civil Engineer mission at Maxwell AFB and Gunter Annex is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned airmen, families, and civilian employees. Maxwell AFB holds a numerous graduations throughout the year. It should be assumed that a Distinguished Visitor would be in attendance at each graduation;

therefore, special attention will be placed on the appearance of the base prior to each graduation.

4.2. RESERVED.

4.3. DAMAGE TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION.

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

4.4. ENVIRONMENTAL REQUIREMENTS. In addition to all applicable Federal, State and local environmental codes and regulations, the following specific guidance is provided:

4.4.1. Hazardous Materials. The Contractor shall receive prior approval before bringing any hazardous materials on base. The Contractor shall submit his request for hazardous materials to the CO or COR in accordance with installation’s procedures. The COR will assist the Contractor with the procedures. If a material is denied, an approved substitute may be recommended;

however, the Contractor shall retain responsibility for finding an acceptable substitute. The Contractor shall follow all federal, state, and local laws and regulations in the transport, storage, use, and disposal of hazardous materials they use. The Contractor shall take appropriate actions in accordance with base procedures to comply with waste minimization and pollution prevention practices and policies.

4.4.1.1. Spill Control. The Contractor shall maintain spill control material on hand at all times sufficient to contain a worst-case spill, both volume and hazard level.

4.4.1.2. The Contractor shall be responsible for compliance with all federal, state, and local environmental laws and requirements.

4.4.1.3. Maxwell AFB is subject to Federal, state, and local inspections to maintain compliance with environmental and safety protection laws. An inspection by the Environmental Protection Agency (EPA) or Alabama Department of Environmental Management (ADEM), or any other environmental or safety enforcement agency may include questioning and inspection of Contractor personnel, sites and processes. If environmental or safety enforcement agencies come to inspect the installation, Contractors shall complete and provide documentation as requested by the COR.

This documentation may include verification of any training required by federal, state, or local regulations.

4.4.1.4. If a Notice of Violation (NOV) is issued to the Government or Contractor due to the Contractor’s error or omission, the Contractor shall be held liable for damages to include fines, penalties, and/or corrective actions imposed by federal, state, or local agencies.

4.4.1.5. Environmental Management System (EMS)

4.4.1.5.1. The Contractor shall submit EMS information, including program plan and required training documentation, to the Maxwell AFB EMS Manager upon request.

4.4.1.5.2. If the Contractor chooses not to be included as part of the base’s program, then the Contractor shall implement an EMS for the work to be performed under this PWS that complies with ISO 14001, Standards for Environmental Management Systems, and includes the following elements: scope/policy, planning, implementation and operation, checking and corrective action, and management review. However, certification of the Contractor’s EMS is not required. The Contractor shall ensure that significant impacts to the environment are mitigated, minimized, or monitored.

4.4.1.5.3. The QCP shall show how established objectives and targets will be met to mitigate/minimize any significant environmental impacts for Contractor-operated facilities/processes. This may require the Contractor to provide additional equipment and/or manpower. For example, Contractor personnel may be assigned to the EMS Implementation Team or Cross-Functional Team.

4.4.1.5.4. The Contractor shall ensure all employees receive initial EMS awareness training within 90 days of employment. In addition, employees whose work has a significant impact on the environment (e.g. those who will apply chemicals) shall receive specialized training within 30 days of assignment. All training must be documented and maintained for the duration of the contract.

Contract employees may be included in the base’s EMS training program, if requested. The EMS training is conducted on an as-needed basis. However, the Contractor must maintain all training records.

4.4.1.6. Environmental Spills. If the Contractor spills or releases any substance listed in 40 CFR Part 302, Designation, Reportable Quantities, and Notification, into the environment, the Contractor shall immediately report the incident to 42 CES/CEIE in accordance with local procedures and notify the COR. The Contractor shall be liable for containment and environmental cleanup of the spill or release of such substance(s). The Contractor shall furnish containers for hazardous waste in accordance with Sections 500-819 of 49 CFR 178, Specifications for Packagings. All transfers of hazardous waste shall be conducted by the Contractor under the direction of and processed through the Installation Management Flight. If the Contractor is unable to begin cleanup within 15 minutes of the spill, the Government reserves the right to begin the cleanup, continue cleanup efforts/actions until the Contractor can properly take over. All cost incurred by the Government until the Contractor is capable of taking control, as determined by the CO, shall be the responsibility of the Contractor. The Contractor shall ensure equipment, material, and personnel who are trained for spill recovery are available to meet response time and cleanup requirements. The Contractor, at his own expense, shall remove and properly dispose of contaminated soil, replacing it with uncontaminated topsoil and restoring the grounds to their original condition. The Contractor shall not dispose of contaminated soil, hazardous materials or wastes on Maxwell/Gunter AFB and is responsible for providing 42 CES/CEIE with documentation for any such waste shipped off base.

4.4.2. Herbicides. All herbicides must be approved prior to use by the installation. Submit proposed list of herbicides, with intended uses, and Material Data Safety Sheet for each herbicide in accordance with installation procedures. The Contractor shall use reasonable care to avoid releasing herbicides in a manner which may cause environmental damage to Government structures, equipment, land, water, or other natural resources. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the CO directs. Contractor shall not apply any herbicides without receiving specific permission from the base, routed through COR, for each application. Contractor requests for herbicide application will be in accordance with local base procedures. Pest Management Coordinator (PMC) approves herbicides. PMC requires monthly reports on application. PMC requires copies of Applicator License annually and updates.

4.4.2.1. Herbicide Storage and Mixing. Herbicides may be stored on Maxwell AFB in approved storage area provided by the Government. Herbicides shall be loaded away from drainage systems, buildings, etc. The Contractor shall not purchase, store, mix, or apply any chemical weed control agent without specific prior written approval from the Government.

4.4.2.2. Monthly reports. The Contractor shall submit a report to the COR within ten (10) working days of the end of each month listing all herbicide applications made. Include herbicide name, use concentration, amount applied, date, and detailed location of use. A DD Form 1532, Pest Management Maintenance Record, will be provided on request to facilitate record keeping.

4.4.2.3. Inspections. The Contractor is subject to inspection by federal, state, or local agencies.

4.4.3. Hazardous Materials Inventory. The Contractor shall maintain an up-to-date hazardous material inventory with copies of MSDS(s) for all materials used on the job site. The Contractor shall maintain a complete copy of all approved MSDSs and AF Forms 3952, Chemical Hazardous Material Request Authorization Form.

4.4.4. Hazardous Materials Management. The Contractor shall be in compliance with base policy and procedures at all times while conducting operations on Government property.

4.4.5. Final Report. The Contractor shall submit a final inventory, not later than ten (10) working days following termination/completion of this contract, of all hazardous materials used since the last hazardous usage report to the CO or COR. The final inventory will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material.

4.4.6. Green Waste Disposal

4.4.6.1. The Contractor shall transport all green waste collected on Maxwell AFB to the compost yard site. Since the site is a controlled area, the Contractor must coordinate delivery with 42 CES Grounds Maintenance Supervisor to gain access unless instructed otherwise by the COR.

4.5. PERMITS, LICENSES AND CERTIFICATIONS. The Contractor shall, unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications; give all required notices; and comply with applicable Federal, State, and local laws, codes, and regulations in performance of the requirements of this contract. The Contractor shall maintain records of such requirements and make the documentation available to the Government for review upon request.

All pesticide, herbicide application will be made by State or Host Nation certified applicator as prescribed in DoDI 4150.07.

4.6. HOURS OF OPERATION. The contract employee will perform grounds maintenance services during normal duty hours which are 6:00 AM to 2:30 PM, no more than 24 hours per week, Tuesday through Thursday, excluding federal holidays (any other holidays as determined by Executive Order). There may be situations that require the Contractor to work at times other than normal working hours. The Contractor will be notified of any scheduling conflicts that involve Air Force mission requirements by the COR. When the Contractor’s work schedule conflicts with an Air Force mission requirement, advise the COR or Grounds Maintenance Supervisor to reschedule the work to minimize disruption.

4.6.1. Reporting for Duty. The Contractor shall report for duty at 6:00 AM, every morning at Building 1269 (Grounds Maintenance Shop), to attend the daily work briefing and receive any assignments and information pertinent to the day’s activities.

4.7. 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.

4.8. SECURITY REQUIREMENTS.

4.8.1. Contractor Notification Responsibilities: The contractor shall notify the contracting office within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor representatives.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

4.8.2. Obtaining and Retrieving Identification Media: As prescribed by the DAFFARS 5352.242-9000, Contractor access to Air Force installations, DAFFARS 5352.242-9001, Common Access Cards (CAC) for Contractor Personnel, FAR 52.204-9, Personal Identity Verification of Contractor Personnel, DoDI 5200.46, DoD Investigative and Adjudicative Guidance for Issuing the Common Access Card and DoDM 1000.13, DoD Identification (ID) Cards, ID Card Life-Cycle, the contractor must comply with the requirements set forth in these guidance.

a. The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

b. The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and to obtain a vehicle pass.

c. Common Access Cards (CACs). Contractors shall provide a listing of personnel who require a CAC to the contracting officer. The government will provide the contractor instruction on how to complete the Contractor Verification System (CVS) application and then notify the contractor when approved. Contractor personnel shall obtain a CAC from the nearest Real Time Automated Personnel Identification Documentation System (RAPIDS) Issuing Facility (typically the local Military Personnel Flight (MPF)). While visiting or performing work on installation(s)/ location(s), contractor personnel shall wear or prominently display the CAC as required by the governing local policy. In order to be issued a CAC, the contractor must meet the requirements:

• A favorably adjudicated National Agency Check with Inquiries (NACI) (now a Tier 1 or T1 background investigation) or equivalent in accordance with revised Federal Investigative Standards is the minimum background investigation required for a final credentialing determination for a CAC.

• A CAC may be issued on an interim basis based on a favorable National Agency Check or a Federal Bureau of Investigation (FBI) National Criminal History Check (fingerprint check) adjudicated by appropriate approved automated procedures or by a trained Security or Human Resources (HR) specialist, and successful submission to the investigative service provider (ISP) of a NACI or a personnel security investigation (PSI) equal or greater in scope.

If the contractor does not meet the minimal criteria for CAC issuance, the COR will work with the unit security assistant and 42 ABW/IP office to initiate the process on behalf of the contractor.

d. During performance of the service, within seven (7) working days of any changes to the listing of the contract personnel authorized a CAC, provide an updated listing to the contracting officer who will provide the updated listing to the authorizing government official. Return CACs in accordance with local policy/directives within seven (7) working days of a change in status for contractor personnel who no longer require logical or physical access.

e. When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with DAFI 31-101, Integrated Defense, and DoD 5200.02_DAFMAN 16-1405, Air Force Personnel Security Program.

f. Upon completion of the contract, termination of the contract, or expiration of the identification passes/CAC, the prime contractor shall ensure that all base identification passes/CACs issued to employees and subcontractor employees are returned to the contracting official representative or the issuing office within seven (7) working days. Contractor shall report any lost or stolen CACs.

g. All commercial vehicles will be directed to Gate 3 (Kelly St) or Gate 4 (Congressman Dickenson for Gunter) for processing through the Commercial Vehicle Inspection (CVI) Area, when operational. During non-duty hours and holidays, commercial vehicle inspections will be conducted at Gate 1 (Maxwell Blvd) or Gate 4 only. Inspection members will conduct thorough inspections of the interior and exterior of the vehicle for items prohibited from the installation such as explosive devices, weapons and ammunition, drugs, and open or closed alcohol containers.

h. Failure to comply with these requirements may result in withholding of final payment.

4.8.3. Computer and Network Access Requirements: Contractor personnel that require access to unclassified government computers and operations systems Information Technology (IT) Systems will be designated as Non-sensitive Positions. Contractor personnel must have a Tier 1 and the Tier 1 be favorability adjudicated before operating government furnished computer workstations or systems that have access to Air Force e-mail systems. These investigations shall be submitted by the government at no additional cost to the contractor. NOTE: Since the background investigation process can take up to 18 months, contractor personnel may be issued a CAC before the process is completed after a favorable fingerprint return (3-5 working days) and investigation package submitted to the investigative service provider and the investigation is scheduled.

Contractor personnel that require access to the Air Force network will complete the current DoD IAA CyberAwareness Challenge course located in the Air Force myLearning or https://public.cyber.mil/training/cyber-awareness-challenge/.

4.8.4. Freedom of Information Act Program (FOIA): The contractor shall comply with DODM 5400.07_AFMAN 33-302, DoD Freedom of Information Act (FOIA) Program, requirements. The regulation sets policy and procedures for the disclosure of records to the public. The contractor shall comply with AFI 33-332, Air Force Privacy and Civil Liberties Program, when collecting and maintaining information protected by the Privacy Act of 1974 authorized by Title 10, United States Code, section 8013. The contractor shall maintain records in AFI 33-322, Records Management and Information Governance Program; and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS) located at https://www.my.af.mil/gcss-af61a/afrims/afrims/.

http://static.e-publishing.af.mil/production/1/af_a4_7/publication/afi31-501/afi31-501.pdf http://static.e-publishing.af.mil/production/1/af_a4_7/publication/afi31-501/afi31-501.pdf https://public.cyber.mil/training/cyber-awareness-challenge/ https://www.my.af.mil/gcss-af61a/afrims/afrims/

4.8.5. Controlled Unclassified Information (CUI): The contractor shall comply with DoDI 5200.48_DAFI 16-1403, Controlled Unclassified Information, DoDM 5200.01v1_DAFMAN 16-1404v1, Information Security Program, and Freedom of Information Act Program. The contractor shall monitor CUI aggregation and compilation based on the potential to generate classified information pursuant to security classification guidance addressing the accumulation of unclassified data or information.

All CUI associated with this contract must be safeguarded to prevent unauthorized public disclosure. CUI such as PII, Security Classification Guides (SCG), and other technical information with Distribution Statements B, C, D, E or F are not authorized for public release and cannot be placed on a publicly accessible web site or web server. All emails containing such information or attachments must be appropriately marked, and digitally signed and encrypted if being transmitted. All transmissions to personal email accounts (AOL, Yahoo, Hotmail, Comcast, etc.) and posting on social media websites (Facebook, Instagram, Twitter, LinkedIn, etc.) are prohibited. Destroy all CUI associated with this contract by any of the following approved methods: A cross-cut shredder (that produce 1mm x 5mm or 0.04in x 0.2in particles or smaller); a certified commercial destruction vendor; a central destruction facility; incineration;

chemical decomposition; pulverizing, disintegration (pulverize or disintegrate with a 3/32in or 2.4mm security screen); or methods approved for classified destruction.

General: There are types of information that are not classified but require application of access and distribution controls and protective measures developed for DoD Controlled Unclassified Information for a variety of reasons. The types of CUI identified for the program are identified in DODI 5200.48 and have replaced legacy formats such as For Official Use Only (FOUO), Law Enforcement Sensitive (LES), as well as some of those developed by other Executive Branch agencies of the U.S. Government and technical data described below as well as protective measures for CUI material.

Formats such as FOUO, LES, et al. are legacy formats no longer in use but are protected as if they have CUI markings. Protections and restrictions can be found in DoDI 5200.48, CUI 06 March 2020.

Technical Data Description: Any recorded information related to experimental, developmental, or engineering works that can be used to define an engineering or manufacturing process, or can be used to design, procure, produce, support, maintain, operate, repair, or overhaul program material. The data may be graphic or pictorial delineations in media (e.g., computer software, drawings, photographs, etc.), text in specifications, related performance or design documents, or computer printouts. Examples of technical data include research and engineering data, engineering drawings, and associated lists, specifications, standards, process sheets, manuals, technical reports, catalog-item identifications, related information, and computer software documentation. The DoD Scientific and Technical Information Program (see DoDI 3200.12.).

CUI Markings: Prescribed marking of CUI documents will be in accordance with DoDI 5200.48, CUI 06 March 2020. CUI may also be identified in security classification guides to ensure the information receives appropriate protection.

Access: CUI may be released to an individual who has a valid need for such access within the scope of their assigned duties, furthering the accomplishment of a lawful and authorized government purpose and would not be detrimental to the interests of the DoD or U.S.

Government. Information in any media format will be disseminated on a need-to-know basis.

This restricts the use or dissemination of CUI data to those with direct affiliation with the given program/project to conduct official business for the DoD, provided that dissemination is consistent with any further controls imposed by a distribution statement. Personnel no longer requiring access to CUI must surrender any information in their possession to the program lead, who will take action to terminate further access.

Storing and Handling: During working hours, take reasonable steps to minimize the risk of access to CUI by unauthorized personnel (e.g., not reading, discussing, leaving CUI information unattended where unauthorized personnel are present or display CUI in public places to include the internet). After working hours, store CUI information in locked desks, file cabinets, bookcases, locked rooms, locked/controlled e-files or similar means to prevent theft of program information. Computers used to process CUI do not need to be accredited for classified use. Do not process CUI on public computers (e.g., those available to the public in kiosks, hotels, café’s, etc.) or computers that do not have Public Key Infrastructure (PKI) access controls. Personally owned computers are not authorized to process CUI. Authorized electronic devices provided by the government agency (e.g., laptops, cell phone) used to store CUI must be physically protected and use NIST/NIAP-approved cryptographic products, e.g., DoD approved PKI Certification available at http://iase.disa.mil/pki/eca or http://csrc.nist.gov/cryptval/, which require encryption passcodes to teleconferences/web conferences where CUI may be discussed.

Dissemination: CUI printed documents and material may be transmitted through mail channels or hand-carried without formal courier orders. CUI information may be disseminated to DoD personnel and DoD contractors to conduct official business for the program. If dissemination is required outside of DoD channels contact the program lead, contracting officer, and security manager for approval. Release of technical data will follow the release instructions identified in the distribution statement. Use secure communications whenever available for discussions involving CUI. Send voice and facsimile transmissions only when authorized recipients have acknowledged positive control measures are in place to receive the information.

Destruction: CUI documents shall be disposed of according to provisions of EO 13556, CUI;

DoDI 5200.48, CUI 06 March 2020. Component records management directives. Non-record CUI documents may be destroyed by any methods that prevents compromise, e.g., tearing, burning, or shredding of the means approved for the destruction of classified information or by any other means that would make it difficult to recognize or reconstruct the information.

Reporting: Report any loss or unauthorized attempt to gain access to CUI information to the organization’s security manager immediately, but no later than the end of the first duty day. If additional information is required after initial notification, guidance will be provided at that time.

Contractors must complete the DoD Mandatory Controlled Unclassified Information (CUI) training. The CUI training course #IF141.06 at the Defense Security Service Center for Development of Security Excellence (CDSE) Security Awareness Hub at:

DoD Mandatory Controlled Unclassified Information (CUI) Training #IF141.06 – Annually https://securityawareness.usalearning.gov/cui/index.html

4.8.6. Reporting Requirements: The contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to 42 Air Base Wing Information Protection Office, any information, or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

4.8.7. Physical Security: Areas controlled by contractor employees shall comply with base operations plans/instructions for FPCON procedures, Random Antiterrorism Measures (RAMS) and local search/identification requirements. The contractor shall safeguard all government property, including controlled forms, provided for contractor use. At the close of each work period, government training equipment, ground aerospace vehicles, facilities, support equipment, and other valuable materials shall be secured.

4.8.8. Internal Operating Instructions: The contractor will adhere to the Air Force activity operating instructions (OI) for internal circulation control, protection of resources, and to regulate entry into Air Force controlled areas during normal, simulated, and actual emergency operations.

4.8.9. Traffic Laws: The contractor and their employees…