Attachment 1 Performance Work Statement RAC Landscape.pdf

US Department of Agriculture (USDA)

Performance Work Statement

Project Title RAC Lawn Maintenance

General Information

1.0 Background and Purpose

The contractor shall provide all labor, equipment, materials, supplies, services, permits, and licenses necessary to perform General Lawn Maintenance at the Redmond Air Center located at 1740 SE Ochoco Way, Redmond, OR 97756.

This work will be performed for a base year with four (4) option years. A current map of the facility and approximate square footages is attached along with maps of the lawn and shrub/flower beds.

2.0 Definitions

Redmond Air Center (RAC), Central Oregon Dispatch Center (COIDC), Redmond Air Group (RAG), Air Tanker Base (ATB)

Contractor Requirements

3.0 Technical Requirements / Tasks

- Lawns to be mowed and maintained to a uniform height of two to two and a half (2 - 2 ½) inches, with no lawn clippings left on mowed surfaces. Grass around COIDC will be maintained at a height of four to six (4 - 6) inches.

- Lawns to be edged along sidewalks, shrub/flower beds, or other structures every time the lawn is mowed with no grass hanging over any concrete surfaces. Edging around sidewalks will follow path of sidewalks and with height to match appearance of surrounding mowed area.

- Sidewalks, main entry ways, parking lots, curbs, and shrub/flower beds will be clean of all lawn and edging debris and removed and hauled away by Contractor.

- Maintain weed free and grass free shrub/flower beds around the RAC Administration and Regional Aviation Group and Central Oregon Interagency Dispatch buildings at the minimum Acceptable Quality Level or higher.

- Shrub/Flower bed weeds, grass and litter will be removed and hauled away by the Contractor.

- Three times a year, apply a Weed and Feed (fertilizer) product to all mowed areas excluding COIDC, ATB, and RAC Mob hole.

- Every June backflow testing will be performed on all devices.

- Trim hedges along road as needed to industry standards at Juniper, Aspen and Loft buildings.

- Once a year cut weeds behind Ponderosa and Juniper Dorms at COR’s direction (location “O” on map).

- Work to be performed between the hours of 0700 and 1900.

- Contractor will perform their own inspection(s) and record the results in their Quality Control Plan. Contractor Officer Representative (COR) will periodically review Contractor quality records.

- Contractor is required to check in with the Contracting Officer’s Representative before beginning work, to determine if there are any areas at the facility that will not be accessible to the Contractor. High fire activity may interrupt availability of certain areas at the facility for maintenance.

ADDITIONAL INFORMATION

- The Redmond Air Center has all the lawns on an automatic sprinkler system. All watering is done in the evening hours and should not interfere with the mowing work hours.

- Any damaged sprinklers, utilities, or infrastructure due to Contractor actions or negligence will be repaired or replaced by the Contractor at the Contractor’s expense.

- Lawn and edging debris is defined as grass clipping, either created by mowing or edging operations, dirt, rocks, or other material created by the operations of the Contractor or Contractor’s personnel.

-Reseeding of lawns not to exceed more that 10 percent of grass areas. Excludes COIDC, ATB, and RAC MOB hole area.

- RAC MOB area lawn to be mowed no more than twice a month as needed to keep lawn healthy.

FINAL CLEANUP

Before final acceptance, all areas occupied by the Contractor in connection with the work shall be cleaned of all contractor’s rubbish, excess materials, temporary structures, and equipment, and all parts of the work area shall be left in a neat and presentable condition.

4.0 Deliverable / Schedule

This contract is for the lawn and shrub/flower bed maintenance and sprinkler winterization and start up for the Redmond Air Center. This involves the cutting of lawns and edging the areas around the cut lawn. The lawn is to be maintained at a uniform height of two to two and a half (2 - 2 ½) inches. The contractor will monitor the lawn growth and will determine when the lawns need to be cut and edged. Also required is weed and grass free shrub/flower beds around the Redmond Air Center Administration (RAC), Central Oregon Interagency Dispatch Center (COIDC) and the Regional Aviation Group (RAG) buildings. All hedges and bushes within 5 feet of window will be maintained at a height no taller than the bottom of windows. All walkways with overhanging tree branches will be trimmed up to a minimum of seven (7) feet. This will also be monitored by and determined when needed by the contractor. The removal and disposal of the lawn cuttings, edging waste, and weeds and litter is the responsibility of the contractor. Winterization and startup of the sprinkler systems as noted on the maps.

Key Deliverables Item No. Deliverable Objective Due 1 Sprinkler Start-up Check all sprinklers, sprays, valves, popups, and rotors that they are working properly and covering vegetation.

No later than Thirty (30) days after start of contract

2 Fertilize lawns All lawns will be fertilized 3 times a contract period

When contractor determines when is most beneficial for lawn growth and maintenace.

3 Backflow Testing Test all backflow devices and send report to city officials

No later that the end of June

4 Winterizing (Blowouts) of all sprinkler systems

Perform blowout of all sprinklers to prevent from freeze damage

No later than the end of October

5.0 Government Furnished

Keycard for access to the Redmond Air Center

6.0 Contractor’s Key Personnel

Contractor will provide a foreman (contractor representative) with all employees when working at the site

7.0 Security Requirements

- The Redmond Air Center is a limited access facility. Contractor’s employees will be required to show a valid State Driver’s License or other picture ID to obtain a Security ID Card for the facility. The Security ID card shall be always worn in a visible location when performing the duties of the contract.

8.0 Performance Requirement Measures

Performance/Quality ASSURANCE SURVELLIENCE Plan - GOVERNMENT

Performance Objective

Quality Standards

Acceptable Quality Level

Means of Measurement

Disincentive - Failure to Perform to Standards

- Mow all lawns listed on map.

- Edge all borders of mowed lawns.

- Clean up and remove all debris around mowing areas, sidewalks, main entrance ways and curbs same day.

-Three times a season apply weed and feed to all mowed areas.

-Maintain weed, grass and litter free shrub/flower beds around the Regional Aviation Group, COIDC, and Administration buildings.

-Biobased Product Usage

Backflow testing

Sprinkler Winterization

-Lawn is within the 2-2 1/2 inch height requirement.

-Edges are cut every time the lawn is mowed and are even with the sidewalks with no grass extending over concrete surfaces.

-Edging around areas of flower/shrub beds are the same height as the lawn.

-Weeds pulled and Litter removed from shrub/flower beds.

-Clean up and debris removal is done every time the lawn/edging and weeding are completed.

-Compliance with

FSIRA, EO13426,

& FAR

All water removed from system to avoid freezing.

-Mowing/Edging-the quality of work will be judged substantially complete if there is no omission of essential work.

-Weeding/Litter - Essentially 95% or more of the total work has been completed.

-100% Compliance

-Contractor inspection/usage records.

-Periodic Government verification of Contractor Quality Control Program.

-Random COR visual inspection.

-See Above

-Rework at no cost to the Government.

(Rework must be completed within 24 hours of non-compliance notification).

-Acceptance with a price reduction, 10% total reduction 1st time, 20% 2nd time, & 40% every time there after of invoice total.

-See Above for Price Reduction

Repair broken sprinkler heads, valves and/or irrigation pipe

Sprinkler Start-up Sprinkler are operating correctly and covering all grass and shrub areas.

Evaluate continuously for dead or dry vegetation from lack of water.

Contractor inspection records

Repair or adjust contractor damaged sprinklers, submit quote for govt. repair cost

9.0 Performance/Quality Surveillance Plan

PERFORMANCE/QUALITY ASSURANCE SURVEILLANCE PLAN FOR LAWN MAINTENANCE

INTRODUCTION - This Performance/Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing the Performance Work Statement. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed Performance Objectives on the QASP in the maintenance contract. It also 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 surveillance to ensure contract standards are achieved.

In this contract, the Quality Control Program is the driver for service quality. The contractor is required to develop a comprehensive program of inspection(s) and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in this document will ensure a robust quality assurance program.

QUALITY ASSURANCE/SURVEILLANCE

The Contracting Officer’s Representative (COR) will periodically evaluate the contractor’s performance in accordance with the Performance/Quality Assurance Surveillance Plan and receive complaints from customers/employees and pass them to the Contractor for compliance and/or correction.

QUALITY CONTROL PLAN - CONTRACTOR

The Contractor shall establish a Quality Control Program to ensure the requirements of the contract are met. It shall be submitted to the Contracting Officer (CO) as part of the quote package prior to award of the contract. Any amendments shall be submitted to the CO for approval at least ten days prior to their proposed implementation. The quality control program shall, at a minimum, include:

(a) An internal inspection system covering all the services performed including a checklist that will specify areas to be inspected by Contractor personnel on both a scheduled or unscheduled basis and the title of the individual(s) who will do the inspection.

(b) A method for identifying deficiencies in the quality of services performed and for proposing any corrective action to be taken.

(c) A method for ensuring any Security ID Card(s) issued to the Contractor by the Government are not lost, misplaced, or used by unauthorized persons.

(d) A file of all inspections conducted by the Contractor and any corrective actions taken. This documentation shall be made available to the CO or COR for review upon request.