Attachment 1 - PWS and Exhibits_ Livermore Landscape_Grounds.pdf

Federal Communications Commission

Landscape Maintenance – Livermore, CA

Performance Work Statement (PWS)

Prepared By:

United States Federal Communications Commission (FCC)

Enforcement Bureau

445 12th Street SW

Washington, DC 20554

July 19, 2024

Landscape Maintenance, Livermore, CA - PWS

1 INTRODUCTION

This is a non-personal services task order to provide landscape maintenance services to the Federal Communications Commission (FCC).

2 BACKGROUND

The FCC, an independent agency of the United States Government established by the Communications Act of 1934, is charged with regulating non-Government interstate and international communications by radio, television, wire, satellite and cable. The FCC’s jurisdiction covers the 50 states, the District of Columbia, and U.S. possessions.

The FCC is led by a Chairman and up to four Commissioners appointed by the President with the advice and consent of the U.S. Senate. The Chairman delegates management and administrative responsibility to the Office of the Managing Director (OMD). The Commission staff is organized into seven (7) Bureaus (including the Enforcement Bureau (EB)), several offices (including OMD and the Offices of Engineering and Technology, Strategic Planning & Policy, and General Counsel), and numerous field offices (including the Livermore, CA field office).

The agency’s responsibilities include, but are not limited to, processing applications for licenses and other filings, analyzing complaints, conducting investigations, developing and implementing regulatory programs, and taking part in hearings.

The Office of Managing Director (OMD) is delegated responsibility for administering all management and administrative policies, programs, and directives for the Commission. Of particular note for this task order, OMD Administrative Operations (OMD-AO) is responsible for planning, organizing, implementing and administering Commission programs for: office space management and utilization; facility leasing; building operations and maintenance; security operations, real property management; and procurement of goods and services (through its Enterprise Acquisition Center (EAC)). While OMD-AO is responsible for overall administration of the FCC, the Enforcement Bureau (EB) has final authority of Field Office operations.

3 OBJECTIVES

The FCC’s objective is to obtain, under this task order, landscape maintenance services at the FCC’s Livermore (CA) Field Office location. The Government’s objective is for the vendor to provide all services described in this performance work statement.

4 SCOPE OF SERVICES

The scope of task order encompasses the following facility management support service areas:

a. Mowing

b. Trimming

c. Edging

d. Weeding of flower beds

e. Flower bed/gravel bed maintenance

f. Removal of weeds appearing in parking lot

5 GENERAL INFORMATION

5.1 TYPE OF TASK ORDER

The Government will award a hybrid task order that includes firm-fixed-price (FFP) and time and materials (T&M) contract line items (CLINs) and optional CLINs that may be exercised on a FFP or T&M basis.

5.2 PERIOD OF PERFORMANCE

The period of performance shall be for one, twelve (12) month, base period, and four (4) twelve

(12) month option periods.

Table 1 - Period of Performance

Description Period of Performance Base Period October 11, 2024 – October 10, 2025 Option Period 1; if exercised October 11, 2025 – October 10, 2026 Option Period 2; if exercised October 11, 2026 – October 10, 2027 Option Period 3; if exercised October 11, 2027 – October 10, 2028 Option Period 4; if exercised October 11, 2028 – October 10, 2029

5.3 PLACE OF PERFORMANCE

The services to be provided under this task order are to be provided at the FCC’s Livermore Field Office located at 3320 Lorraine Street, Livermore, CA 94551.

Table 2 - Places of Performance

Location Address Total Acres QTY Staff

Livermore, CA 3320 Lorraine Street Livermore, CA 94551

120** 5

**While the property size is 120 acres, the scope of work for bi-weekly mowing and weeding only covers approximately 2.3 acres of area around the main building and driveway/parking lot as described in section

6.1.1 below.

5.4 HOURS OF OPERATION

Vendor support shall occur during Government business hours which are 0800 to 1630 (8:00 AM to 4:30 PM PST), Monday through Friday, except observed Federal holidays. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS.

5.4.1 OTHER THAN GOVERNMENT BUSINESS HOURS

The Contractor shall schedule work so as not to interfere with performance of Government business. Excluding routine or requested furniture moves/maintenance and emergency efforts, work that cannot be accomplished during Government business hours shall be coordinated with and approved by the COR or Alternate COR (ACOR) at least 48 hours prior to execution. The Contractor shall not be entitled to additional compensation for work performed outside Government business hours.

5.4.2 RECOGNIZED HOLIDAYS

Unless expressly required in this PWS or directed by the CO, the Contractor shall not perform services on federal holidays, which include:

New Year’s Day Independence Day

Martin Luther King Jr.’s Birthday Labor Day

Washington’s Birthday Columbus Day

Memorial Day Veteran’s Day

Juneteenth Thanksgiving Day

Christmas Day

5.5 GOVERNMENT-FURNISHED PROPERTY AND EQUIPMENT

None.

5.6 VENDOR-FURNISHED PROPERTY

All supplies, equipment, facilities, services, and other items that the vendor requires to perform the work under this task order are the responsibility of the vendor and shall be at the vendor’s expense.

In support of this effort supplies include, but are not limited to, landscaping supplies, tools, equipment, weed preventer/killer, etc . The vendor shall clearly delineate all proposed supplies to support this effort in their price/technical proposal.

6 PERFORMANCE REQUIREMENTS

The Enforcement Bureau (EB) is responsible for providing support operations critical to the Livermore Field Office. The EB is responsible for providing services which include, but are not limited to, grounds maintenance, integrated pest & animal control management, refuse and recycling services, and housekeeping / custodial services. As such, the work outlined in the PWS and performance requirements are crucial to the ongoing FCC mission. Therefore, it is crucial that the vendor work closely with the EB to ensure that the organizational objectives are accomplished throughout the period of this task order. It is also imperative that the vendor’s staff provide superior customer service, in a spirit of cooperation and accompanied by uniformly positive attitudes.

The vendor shall obtain and maintain all applicable state and municipal licenses, insurance and permits required in order to perform all the services required under the task order. The vendor shall provide required proof of insurance and licenses along with the pricing proposal.

6.1 GROUNDS MAINTENANCE

The Livermore, CA location is FCC owned. As such the FCC maintains the grounds of this facility. In support of the Grounds Maintenance effort at the Livermore, CA location the vendor shall provide all labor, supervision, tools, materials, equipment, transportation, and management not otherwise specified as Government provided, necessary to provide comprehensive grounds maintenance services. This effort shall include but is not limited to: grass cutting/trimming;

defoliating; and hardscape maintenance. The vendor shall provide a Grounds Maintenance Plan (spring/fall) within thirty (30) calendar days of task order award to address each requirement listed below that outlines the schedule by which the vendor shall provide services. The grounds maintenance plan is subject to Government review and approval. The Contractor shall ensure environmentally friendly chemicals are used to the maximum extent possible and any deviation from their use must be approved by the COR and/or designated representative(s). The FCC anticipates the landscaping season (mowing season) to be from the beginning of April to the end of October of each year.

Removal of the Livermore, CA’s federally endangered palmate-bracted birds-beak (Ferris’ Bird’s Beak – Cordylanthus Palmatus) (see Technical Exhibit 7), or any other threatened, unusual, or endangered species, is prohibited. Any action undertaken by the vendor must not jeopardize the continued existence of the endangered species. If these plants pose a risk to the FCC facility, the vendor shall, in writing, provide the COR and CO the remediation required and, upon FCC approval, coordinate with the local Alameda County Resource Conservation District, California Department of Parks and Recreation, or other local, state, or Federal agencies. Please see Technical Exhibit 8 which outlines the “No Mow” area (1-3 acre area) within the Livermore, CA area.

6.1.1 GRASS CUTTING – BUILDING AREA AND DRIVEWAY:

The FCC anticipates the landscaping season (mowing season) to be from the beginning of April to the end of October of each year. The vendor shall maintain the health, color, height and a neatly groomed appearance of all grass areas. Lawn grass shall be maintained at a uniform blade height according to the mowing schedule outlined in Table 4 below. The vendor is not required to perform services during periods of rain. The Livermore, CA location is 120 acres where approximately 2.3 acres are mowable acres for this task order. The Contractor shall mow the grass evenly, prevent scalping and uneven mowing, rutting by equipment and damage to other landscaping and hardscape. Grass clippings not immediately sifting down in the grass shall be removed from the Livermore, CA location and transported to a landfill that composts or segregates yard waste. Mulching mowers shall be utilized to the maximum extent possible. The FCC anticipates the landscaping season (mowing season) to be from the beginning of April to the end of October of each year.

The vendor shall exercise effective risk management when mowing areas adjacent to parking areas, FCC facilities and pedestrian routes. The vendor shall be responsible for any and all damage to property or injuries to personnel due to negligent performance of this activity. The vendor shall temporarily relocate moveable objects, such as picnic tables, to allow mowing under them, and then shall replace them in their original location. To support this effort, the vendor shall mow the following areas according to the following schedule (see Technical Exhibit 5 – Page 2):

Table 3 - Livermore, CA – Mowing Schedule

Area Type Length Schedule Acres Building Area (TE 5 – Page 2 – Orange)

Grass/Turf 4” - 5” Twice per month 1.78

Driveway Area (TE 5 – Purple) Grass/Turf 4” - 5” Twice per month 0.52 *During the months of May and October the vendor shall perform trimming along the FCC side of the Livermore Field Office fence line (see Technical Exhibit 1), remove any other debris along the fence line, and ensure the fence line is clear of any obstructions.

6.1.1.1 GRASS TRIMMING:

Grass trimming shall be performed in conjunction with grass cutting. The grass shall be trimmed around all buildings, hardscape and driveway so that grass height is maintained at a consistent height with the adjacent grass. String trimmers shall not be used within one (1) foot of any arid tolerant plants. The vendor shall be held liable for all landscape damage resulting from the use of mowing equipment and string trimmers. Trimming shall be performed on all grass areas.

Trimming shall be performed, during each mowing effort, around all buildings outlined in Table 3 above, around the asphalt parking area (see Technical Exhibit 5 items (2) & (3)), unpaved roads, parking areas, sidewalks, within 25’ of the main gate entrance, and along the Lorraine Street fence line (1/4 mile in length – See TE 03).

During the months of April through October the vendor shall perform, at least every other month, trimming along the FCC side of the Livermore Field Office fence line (see Technical

Exhibit 1), remove any other debris along the fence line, and ensure the fence line is clear of any obstructions.

6.1.1.2 EDGING

The Contractor shall edge all sidewalks, driveways, and curbs in conjunction with mowing and trimming operations. Edging shall include the removal of all grass or weeds sprouting from sidewalk, pavement, and curb joints. The Contractor shall cut all edges clean and vertical at the junction of turf or soil and concrete and edge so as not to cause erosion by ditching. All edging debris and clippings shall be collected and disposed of the same day the material is generated.

6.1.1.3 GRASS CUTTING – BULK ACRE CUTTING [OPTIONAL TASK]:

At the government’s discretion during any performance period, but only upon the Contracting Officers written authorization to proceed, the vendor shall provide Bulk Area Grass Cutting Support. These services do not include services required under any other Part or Section of this PWS. This optional work may be directed on a time and materials (T&M) basis, within the ceiling established under this order, or may be performed on an FFP basis agreed upon in a bilateral modification. Prior to performing bulk mowing, the Contractor shall schedule a meeting with PSHSB, EB and the COR to determine the defined mowing area (approximately

117.7 acres).

Optionally, twice per year, the vendor Contractor shall perform bulk cutting for the entire Livermore Facility to a uniform blade height of not more than five (5) inches. This optional requirement is for the remaining 117.7 acres not outlined in 6.1.1 above. The Contractor shall mow the grass evenly, prevent scalping and uneven mowing, rutting by equipment and damage to other landscaping and hardscape.

The vendor shall exercise effective risk management when mowing areas adjacent to parking areas, FCC facilities and pedestrian routes. The vendor shall be responsible for any and all damage to property or injuries to personnel due to negligent performance of this activity. The vendor shall temporarily relocate moveable objects, such as picnic tables, to allow mowing under them, and then shall replace them in their original location.

6.2 GRAVEL AND ASPHALT MAINTENANCE

The vendor shall maintain a neatly groomed appearance of all hardscape areas (please see Technical Exhibit 5 – pages 2, 3, and 4). The hardscape areas shall be maintained at a uniform gravel depth of 2 -3 inches. The total square footage/acreage of the hardscape areas is provided in Table 5 below.

Table 4 - Livermore, CA – Hardscape / Asphalt Areas

Area Type Depth Schedule Size Behind Main Bldg (TE 5 – Page 2 – Blue and TE 5 – Page 3)

Gravel (Grey

– see TE 6)

2-3” Once per Year: Maintain Depth During each mowing service:

Hand pull / spray weeds

2,015 SF

In front of Main Bldg (TE 5 – Page 2 – Green and TE 5 – Page 3)

Gravel (Grey

– see TE 6)

2-3” Once per Year: Maintain Depth During each mowing service:

Hand pull / spray weeds

2,485 SF

Area Type Depth Schedule Size Asphalt Areas Twice/mowing season:

Hand pull / spray weeds 10,500

SF

6.2.1 GRAVEL HARDSCAPE / WALK WAYS / ASPHALT WEEDING

Remove all weeds from the gravel hardscape, walkways, pavers and cracks alongside the curb.

Remove all weeds growing within the hardscape zones outlined in Technical Exhibit 5 (Page 2), green and blue color, each time mowing occurs, by spraying weeds located in sidewalks and hand-pulling weeds within the hardscape. Mowing season is designated as the beginning of April through the end of October.

Remove all weeds from the within the asphalt zone (10,500 SF) outlined in Technical Exhibit 5 (Page 1), diamond hatching, two (2) times during mowing season by spraying weeds located in sidewalks and hand-pulling weeds within the hardscape. Mowing season is designated as the beginning of April through the end of October.

Please note – Livermore, CA has an extremely shallow water well depth. The use of organic weed killers and pesticides is required. The FCC’s preference is to have the hardscapes nearest the building to be manually defoliated (pull weeds by hand).

6.2.2 GRAVEL HARDSCAPE ANNUAL MAINTENANCE

The Contractor shall uniformly apply gravel to all hardscape beds as required, maintaining a depth of 2-3 inches. All gravel areas are to be cultivated annually, or as needed to maintain adequate percolation and depth. Gravel shall be kept off of plants and walkways. The Contractor shall remove grass and weeds prior to gravel application and keep gravel out of the crowns of shrubs and off buildings, sidewalks, light standards, and turf. Existing gravel shall be cultivated (raked) and kept free of soil, debris, and weeds. Gravel specifications are outlined in Technical Exhibit 6, attached.

7 PERSONNEL REQUIREMENTS

The vendor shall provide sufficient personnel, both in number and qualifications to perform all positions.

7.1 OVERSIGHT OF VENDOR PERSONNEL

The vendor shall provide sufficient oversight to ensure that: all contractor personnel are functioning in accordance with their designated labor categories and at acceptable levels of professional performance; all task order activities are performed in accordance with task order requirements; and all positions are filled promptly and kept filled with qualified, competent, and trained personnel. The vendor shall be responsible for the activities of all vendor personnel and, if applicable, subcontractor personnel.

7.2 REMOVAL OF CONTRACTOR PERSONNEL

If the FCC finds a vendor prospective employee to be unsuitable or unfit for duties under the terms and conditions of the contract, the vendor will be advised immediately that such employee can no longer work under this contract. The vendor shall remove the employee from performing any work under this contract the same business day that it receives notification from the FCC.

8 QUALITY ASSURANCE AND QUALITY CONTROL

The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards applicable to this task order. It defines how the performance standards will be monitored, the frequency of surveillance, and the procedures for addressing performance issues(s). The Quality Assurance Surveillance Plan (QASP) for this task order is included as Attachment A, and the Performance Requirements Summary (PRS) is included as Appendix 1 to Attachment A.

9 ATTACHMENTS

Technical Exhibit 1 – Livermore Landscape Maintenance – Area

Technical Exhibit 5 – Livermore Landscape Maintenance – Surfaces and Landscaping

Technical Exhibit 6 – Livermore Landscape Maintenance – Gravel Specifications

Technical Exhibit 7 – Livermore Landscape Maintenance – Endangered Plant Details

Technical Exhibit 8 – Livermore Landscape Maintenance – Endangered Plant Map

Livermore Landscape Maintenance Services – Attachment A - QASP

MainStorage

Garage

Hut

Justin Spenard

Lorraine Street

Justin Spenard

2.3 Mowable Acres

Other area optional task (117.7 Acres)�

Technical Exhibit (TE) 5 - Livermore - Surfaces and Landscaping

380'

5,300 SF

10,500 SF

(1) - Not used

(2) - Crush and Run (gravel) - Defoliate and Perform Edging

(3) - Asphalt Parking Area and Drive - Defoliate, Seal Cracks, and Reseal (optional every two years)

(4) - Gravel / Hard Fire Buffer - Defoliate

(5) - Gravel Hardscape / Arid Tolerant Plants - Defoliate, Minimal Maintenance

(6) - Close Crop Mowing Area - Building [See TE 5 - Page 2]

(7) - Close Crop Mowing Area - Driveway [See TE 5 - Page 2]

(8) - Paver pathway between building sidewalks (Defoliate)

(9) - Not used (being demolished - hauling away existing scrap and debris)

(10) - Not used (being demolished)

(11) - Trellis Structure

Justin Spenard

(4) - Gravel / Hard Fire Buffer [See TE 5 - Page 2]�

Justin Spenard

(5) - Gravel Hardscape / Arid Tolerant Plants [See TE 5 = Page 2]�

TE 5 – Page 2

Livermore Technical Exhibits

Technical Exhibit 5 – Page 2 – Landscaping area

Figure 1 shows the landscaping areas for Livermore site from a satellite view.

TE 5 – Page 3

Figure 2 - View Between Main Bldg / Storage Blg (blue area in figure 1)

TE 5 – Page 4

Figure 3 - Main Bldg Front View (green area in figure 1)

Figure 4 - Main Bldg Parking Curbs (green area in figure 1)

area.

Pleasanton Plant

SMARA 91-01-0010

Vulcan Materials Company (Vulcan) furnishes aggregates for the Livermore, CA Field Office. The properties of the aggregate are summarized below.

26032 - 3/4” x 1/2” CRUSHED

GRADATION

SIEVE SIZE PERCENT PASSING VMC SPECIFICATION

1” (25.0 mm) 100 100

¾” (19.0 mm) 84 75-100

½” (12.5 mm) 12 5-25

3/8” (9.5 mm) 4 0-10

No. 4 (4.75 mm) 2 0-5

No. 8 (2.36 mm) 2 0-3

PHYSICAL PROPERTIES

TEST METHOD TEST RESULT

ASTM C 127 - Specific Gravity (SSD) 2.696

Absorption 1.4%

CTM 227 - Cleanness Value 77

Federal Communications Commission – Livermore Landscape Maintenance Services

Attachment A – QASP

Attachment A

Quality Assurance Surveillance Plan

Livermore Landscape Maintenance Services

Federal Communications Commission

July 19, 2024

Prepared By:

United States Federal Communications Commission (FCC) Enforcement Bureau (EB) 445 12th Street SW Washington, DC 20554

QASP

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

1 INTRODUCTION

This Quality Assurance Surveillance Plan (QASP) is to be used in conjunction with satisfaction of requirements in the performance work statement (PWS) entitled Livermore Facility Support Services. This plan sets forth the procedures and guidelines that the Federal Communications Commission (FCC) Enforcement Bureau (EB) will use to ensure the contractor achieves the required performance standards.

2 PURPOSE

The QASP describes the methods used to monitor performance and identifies the required documentation and the resources to be employed to achieve performance objectives. The QASP provides a means for evaluating the contractor’s performance, adherence to the contractor’s quality control plan (QCP), and ensuring that the Government pays only for the level of services received.

This QASP addresses the following topics:

Performance management approach

Performance management strategy

Roles and responsibilities

Required performance standards

Methodologies to measure performance

Quality assurance documentation

Analysis of quality assurance assessment

3 PERFORMANCE MANAGEMENT APPROACH

The PWS structures the acquisition around “what” service or quality level is required, as opposed to “how” the contractor should perform the work (i.e., results, not compliance). This QASP defines the performance management approach taken by EB to monitor and manage the contractor’s performance to ensure achievement of the expected outcomes or performance objectives communicated in the PWS. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management. Analysis of performance data should indicate whether the contractor is achieving expected outcomes for the project.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on whether and to what extent the contractor achieves expected outcomes. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance‐based approach enables the contractor to play a large role in how the work is performed, provided the proposed processes are within the stated constraints. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract provided the expected outcomes are achieved and/or the desired performance levels are being met.

4 PERFORMANCE MANAGEMENT STRATEGY

The contractor is responsible for the quality of all work performed under this contract. The contractor’s QCP shall set forth the staffing and procedures for self‐inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP details how and when the Government will survey, observe, test, sample, evaluate, and document contractor performance.

The Government will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The contractor shall be responsible for making changes in processes and practices to manage performance effectively.

5 ROLES AND RESPONSIBILITIES

CONTRACTING OFFICER

The Contracting Officer (CO) is responsible for monitoring contract compliance and contract administration, and is the only person authorized to appoint/designate a Contracting Officer’s Representative (COR). The CO will designate, in writing, a COR for the task order as the Government representative for performance management. The CO may also designate in writing any number of additional representatives to serve as technical inspectors, depending on the complexity of the services to be measured.

CONTRACTING OFFICER’S REPRESENTATIVE

The COR is designated to act as the CO’s authorized representative to assist in administering the task order. COR limitations are contained in the LOCAL‐4 Contracting Officer’s Representative clause and the COR appointment letter. The COR is responsible for technical administration of the project and Government surveillance of the contractor’s performance.

The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action.

6 REQUIRED PERFORMANCE STANDARDS

The required performance standards are included in the Performance Requirements Summary (PRS), which is included as Appendix 1 to this document. The Government will monitor and inspect the quality of the contractor’s work against these standards to determine if the work is completed in accordance with the requirements of the contract and justifies the amount of payment made.

METHODOLOGIES TO MONITOR PERFORMANCE

6.1.1 SURVEILLANCE TECHNIQUES

The objective of contract surveillance is to monitor contractor performance to assure the services received are consistent with contract quality requirements and received in a timely manner. Methods of surveillance include but are not limited to:

Random observation, which shall be performed by the COR or a designated inspector.

100% Inspection – Each month, the COR, shall review the contractor’s work (including generated documentation) and enter summary results into Exhibit 1 (Quality Assurance Monitoring Form).

Periodic Inspection – COR periodic inspection (period will be specified in order, but is typically done monthly).

Surveys – COR review of customer/requiring activity (RA) feedback surveys.

Reports ‐ COR review of contractor reports and other deliverables.

File Review – FCC Program Manager (PM), CO and COR review of contractor deliverables.

Customer Input –In certain situations, such as where customers can be relied upon to complain consistently when the quality of performance is poor (e.g. help desk support, building services), performance customer surveys and customer complaints may be a primary method.

Effective use of the QASP will allow the Government to evaluate the contractor’s success in meeting the required performance standards. If the contractor begins to experience problems or difficulties in task order performance, surveillance frequency may be increased and/or additional surveillance methodologies employed by the Government.

6.1.2 PERFORMANCE RATING DEFINITIONS

In evaluating the quality of contractor’s performance, the Government will use the following performance ratings:

Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub‐element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good – Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory – Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal – Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains a serious problem (or problems) for which the contractor’s corrective actions appear or were ineffective.

6.1.3 CUSTOMER FEEDBACK

The contractor shall establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction.

Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided. The contractor shall act promptly to effect satisfactory resolution of any customer complaints. Whether or not the contractor reaches satisfactory resolution with the customer, the contractor shall promptly document all customer complaints and comments made to the contractor and report them to the COR using the Record of Complaint form in Exhibit 4.

7 QUALITY ASSURANCE DOCUMENTATION

The Government’s surveillance of contractor performance will be reported by the COR using the Quality Assurance Monitoring Form and Contract Deficiency Notice in Exhibits 1 and 3.

These documents, when completed, will be utilized to support the Government’s monthly assessment of the contractor’s performance under the task order on the Monthly Surveillance Report in Exhibit 2.

8 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

The Government shall use the surveillance methods set forth in this QASP and the PRS to determine whether the contractor’s performance has met the required performance standards.

If the contractor has not met a performance standard, the Government will direct the contractor to develop a corrective action plan to show how and by what date it will bring performance up to the required standard. Failure to meet one or more of the performance standards may result in an adverse past performance rating for the task order (see FAR 42.1503) and will be considered by the Government in determining whether to exercise option periods on this task order. If the contractor exceeds one or more of performance standards, a positive past performance rating may be given for the task order.

MONTHLY SURVEILLANCE REPORT

At the end of each month, the COR will prepare a written monthly surveillance report (Exhibit

2) for the CO summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This written report, which will include the contractor’s submitted monthly status report and the completed quality assurance monitoring forms (Exhibit 1), will become part of the QA documentation. The report will address whether the contractor is meeting the stated performance standards, including technical/scheduling objectives. A copy of this report will be furnished to the contractor’s PM.

REVIEWS AND RESOLUTION

The contractor’s PM shall meet periodically with the COR and other Government personnel, as deemed necessary by the COR, to discuss performance evaluations. The Government will define the frequency and depth of these reviews with the contractor, including appropriate self‐assessments by the contractor. In addition, either the Government or the contractor may request meetings to discuss issues pertinent to the performance under this contract. The agenda topics of these reviews may include but are not limited to:

Monthly performance assessment data and trend analysis

Issues and concerns of both parties

Projected outlook for upcoming months and progress against expected trends, including corrective action

Recommendations for improved efficiency and/or effectiveness

Issues arising from the performance monitoring processes

In addition to these reviews, either party may request meetings to discuss issues pertinent to the performance under this contract. During contract performance, the Government and the contractor will likely engage in discussions regarding changes and improvements. The contractor shall document recommendations arising from these discussions (e.g., regarding changes to performance metrics or thresholds). The documentation shall be submitted to the CO for his or her consideration as to whether a contract modification is appropriate.

Appendix 1: PRS Summary

APPENDIX 1: PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Appendix 1 – Performance Requirements Summary (PRS)

Task Performance Objectives Performance Standards Surveillance Methods

Task Order Administration – PWS Section 6

PRS #1 Obtain and maintain all applicable state and municipal licenses, insurance, and permits required in order to perform all the services required under the task order according to PWS Section 6.0

All licenses and permits shall be in place three (3) days prior to commencing work.

100% Inspection

Grounds Maintenance – PWS 6.1

PRS #2 Provide grounds maintenance services as outlined in the PWS Section 6.1.

Maintain adequate staffing to complete tasks within (1) calendar week of proposed vendor Grounds Maintenance Plan.

Customer Input and Random Observation

Gravel Maintenance – PWS 6.2

PRS #3 Hardscape areas shall be maintained at a uniform gravel depth of 2 ‐3 inches.

Maintain gravel depth within ½” of total requirement.

Random Observation

Exhibit 1: Quality Assurance Monitoring Forms

Exhibit 1: QUALITY ASSURANCE MONITORING FORM

The QA monitoring form is completed by the COR and/or technical representative(s) during each surveillance event and is maintained in the COR contract file to document the surveillance and subsequent findings.

SURVEY PERIOD: SURVEILLANCE METHOD (Check):

Random Observation 100% Inspection Periodic Inspection

File Review Customer Input

LEVEL OF SURVEILLANCE (Check):

Monthly Quarterly As needed

ITEMS SAMPLED DURING SURVEY PERIOD:

ANALYSIS OF RESULTS:

Provider’s Performance (Check): Meets Standards Customer Complaint

Narrative of Performance During Survey Period:

Meet Standards Does Not Meet Standards

PREPARED BY: ________________________________

DATE: _________________

Exhibit 2: Monthly Surveillance Report

EXHIBIT 2: MONTHLY SURVEILLANCE REPORT

COR Name:

Contract Number:

Contract Period of Performance From: To:

SURVEILLANCE METHOD

100% Inspection Random Onsite Inspection Scheduled Periodic Inspection Contractor Submitted Report Files Review Customer Input

CONTRACTOR'S QUALITY OF WORK

Exceptional Very Good Satisfactory Marginal Unsatisfactory Has the Contractor conducted duties in a timely manner? Yes No

Were all the items in the QASP inspected? Yes No

Is the job progressing on schedule? Yes No

Are there any significant issues to report? Yes No

Are there any deficiencies to report? Yes No

Number of customer complaints this month?

Are there any issues for the COR/CO to be aware of? Yes No

Has the contractor met all contract requirements? Yes No

COR Signature

Exhibit 3: Contract Deficiency Notice

EXHIBIT 3: CONTRACT DEFICIENCY NOTICE

A deficiency notice/report is used to document a deficiency in the contractor’s performance of a contract requirement. The contractor is required to report back the corrective action taken. If the contractor’s inability to perform is based upon the Government’s lack of support, it should be documented on this form.

Date of Discovery:

Location:

Responsible Contract Site Manager:

Deficiency Noted:

COR Signature and Date

Contract Site Manager Signature and Date

NOTE: Contract Site Manager should correct the deficiency noted above and notify the COR of the corrective action taken and whether the action taken corrected the condition.

Exhibit 4: Record of Complaint

EXHIBIT 4: RECORD OF COMPLAINT

Date:

Contract Number:

Contractor’s Program Manager’s Name:

Name of Contractor Company:

Name of individual filing the complaint:

Names of Individuals Involved in the complaint:

Names of individuals notified of complaint (COR, PM, Company, etc.):

Date of incident:

Describe the incident:

Task Order Number:

Phone Number:

Company POC and Phone Number:

Government Response:

COR Signature:

Contractor’s Signature:

Attach continuation sheet(s) if necessary