Attachment-I Grounds Performance Work Statement PWS 3-31-20.pdf

Performance Work Statement Landscaping/Grounds Maintenance

C.1 BACKGROUND

The Defense Logistics Agency (DLA) Headquarters Complex (HQC) is located at 8725 John J.

Kingman Road, Ft. Belvoir, VA, and is part of the Department of Defense, the Defense Logistics Agency, which is a combat support agency. The HQC provides supply support, contract administration and technical and logistics services to all branches of the military. During the performance period of this contract, two over watch points and a visitor control center are scheduled for completion. The new facilities, when/if completed, will fall under the purview of this contract. At such time, modification(s) will be issued to incorporate the additions.

C.1.1 GENERAL INTENTION

The intention of this solicitation is to obtain landscaping, grounds maintenance, exterior pest management, snow removal/ice control, and other related services at the Defense Logistics Agency (DLA) Headquarters Complex (HQC) by a Performance-Based, Firm Fixed-Price (FFP) Contract which also includes some Indefinite Delivery/ Indefinite Quantity (IDIQ) work. The Period of Performance (POP) will include a 12 month Base Year with four (4) one year option periods.

C.1.2 GENERAL REQUIREMENTS

This contract is primarily a firm fixed-price contract. It covers maintenance, repair, and alterations for the HQC. Each of these types of work may have subtypes (e.g., this contract covers both predictive and preventive maintenance). Work under this contract may be ordered or directed by a variety of means (e.g., schedules; service orders, including emergency service orders, urgent service orders, and routine service orders; task orders, etc.), and it may sometimes be classified as “minor work.” With the exception of new work or alterations costing more than $2,000, all work under this contract, regardless of type, ordering/directing method, or classification, is covered under the firm fixed price of this contract. Only new work or alterations which the Government and the Contractor agree cost more than $2,000 shall be separately reimbursed under the Indefinite Delivery/Indefinite Quantity portion of this contract. Should any portion of this Performance Work Statement (PWS) or any document associated with this contract conflict or appear to conflict with this paragraph, this paragraph shall govern.

C.1.2.1 The Contractor shall furnish all management, labor, supervision, tools, materials, equipment, incidental engineering, and transportation necessary to perform work in accordance with general craft and industry standards, applicable laws, regulations, codes and Federal specifications. The Contractor shall plan, schedule, coordinate, and assure effective performance of all services described herein. The Contractor’s landscaping and grounds maintenance responsibilities, which the Contractor shall detail in an Installation Plan submitted as part of its Technical Proposal, shall cover the following:

(A) Service Calls.

(B) Landscaping and Grounds Maintenance (includes grounds, fences, signs, gates, pond, playground equipment, etc.

(C) Operation, maintenance and repair of underground irrigation equipment and associated systems.

(D) Maintenance and repair of surfaced areas (roadways, parking garage, parking lots, loading docks, sidewalks, curbs, entrance pavers, porches, dining patio, etc).

(E) Exterior Pest Management Services.

(F) Cleaning Maintenance of Building Structures (Guard Houses, Recreation Center, Loading Docks, Parking Garage, Bus Shelters, Porches, etc.)

(G) Snow Removal and Ice Control Services

(H) Indefinite Delivery/Indefinite Quantity (IDIQ) work items of maintenance, repair, equipment installations and minor construction/alterations less than $25,000 per occurrence. If the Contractor agrees, IDIQ in excess of $25,000 may be ordered.

C.1.2.2 SECURITY REQUIREMENTS

C.1.2.2.1 Building Security. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the close of each work period, the Contractor shall ensure that Government facilities, equipment and materials shall be secured.

C.1.2.2.2 Entrance into the HQC is controlled through a single entry point. Visitors (personnel not part of the HQC workforce, Government or Contractor) are required to sign-in and sign-out at the main entrance Atrium Front Desk. Permanent workforce personnel are not required to sign-in or sign-out, however, the Contractor shall provide the Contracting Officer’ Representative (COR), a roster of Contractor personnel that are employed for work at the HQC.

All visitors are required to sign-in and sign-out after 7:00 PM and before 5:00 AM. The Contractor shall provide the COR with a roster of visitors at least seventy-two (72) hours in advance of their expected arrival. All Contractor personnel shall be identified to the Government during the phase-in period or upon employment, whichever is earlier.

C.1.2.2.3 The Contractor will be required to fill out a Badge and ID Request Form, DLAH Form 1728, and submit to the COR for signature. After signature, the Contractor shall turn the form in to the Personnel Security Office in room 3422. The Personnel Security Office will check to see if the applicant has an existing investigation. If so, the Personnel Security Office will sign the form and a badge will be issued by the Pass and ID Office in room 1426. If an investigation has not been previously done, the Personnel Security Office will put the contractor’s information into an online Electronic Questionnaires for Investigations Processing (EQIP) database. The Contractor will be notified when their information is in the EQIP database with instructions to access the online database and complete the application. After the online form is completed the Contractor will print the signature sheet, sign and contact the Personnel Security Office to schedule a visit to turn in the signature sheet and get fingerprinted. The Personnel Security Office will do an initial check and if there are no negative findings they will sign the form, fingerprint the Contractor and a badge will be issued at the Pass and ID Office in room 1426.

C.1.2.2.4 Parking. All Contractor personnel shall register vehicles with the Pass and ID office.

C.1.2.2.4.1 All personnel are granted access to the HQC by the Host Administrator. Vehicle owners and those who work on the HQC are responsible for parking in accordance with the HQC Parking Policy. Personnel are expected to be aware of the contents of the HQC Parking Policy, obey signs posted to identify the various parking rules, and inquire of the police force when there is doubt. Strict enforcement of parking procedures will be enforced to control violations.

C.1.2.2.4.2 Those who park in unauthorized spaces will be issued a traffic citation. Personnel who collect three (3) traffic violations within a one (1) year period will receive a letter of warning advising that an additional violation will result in a six (6) month suspension of driving privileges at the HQC. The next violation will result in a Notice of Hearing letter.

C.1.2.2.4.3 Vehicles will be subject to towing for the following reasons: abandonment; parking in violation of complex policies; constituting safety or security hazards; driving illegally on the HQC; the arrest of the owner/driver for a criminal violation; leaving a disabled vehicle on the complex for more than twenty-four (24) hours without notifying proper authorities. Towed vehicles and their contents remain the owner’s responsibility.

C.1.2.2.5 Combination Locks/Key Control. The Contractor shall establish and implement a procedure for ensuring that all combination locks and keys issued are not used by unauthorized persons. All combination locks and keys required for satisfactory accomplishment of tasks described in this contract will be furnished by the Government. The Contractor shall report quarterly all combination locks and keys in the performance of this contact to the COR five (5) days after the start of the month.

C.1.2.2.5.1 Lock combinations shall not be disseminated beyond a “need to know” basis. The Contractor shall report compromise of a combination immediately to the COR. The Government reserves the right to require the Contractor to reimburse the Government for the costs of replacing locks in the event of a compromise of the combinations.

C.1.2.2.6 The requirements for security of the Child Development Center (CDC) are the same as in paragraph C.1.2.2-C.1.2.2.5.1 except that visitors must access the CDC through the front entrance to the CDC building unless it is after normal working hours. All personnel are required to sign-in and sign-out at the HQC main entrance Atrium Front Desk and receive access approval after normal working hours of 6:00 AM to 6:00 PM Monday through Friday.

C.1.2.2.7 Entry into Pod 10 requires a secret clearance. All visitors must access the Pod 10 Addition through the front entrance of Pod 10. All personnel are required to sign-in and sign-out at the Pod 10 front entrance and shall be escorted while accessing the building. The normal working hours for Pod 10 are from 6:00 AM to 6:00 PM Monday through Friday.

C.1.2.3 Facilities. The HQC is a 1,100,000 square foot facility, with five floors located on approximately 70.8 acres, Building 2462. In addition to the main building there are three (3) guard houses (total 541 square feet), one (1) irrigation pump house, one (1) recreation building (15,120 square feet), one (1) Child Development Center, (1) Material Receiving Screening Facility, one (1) Parking Garage (3 floors and 982 parking spaces) and one (1) Visitor Control

Center (VCC) . The HQC houses the Defense Logistics Agency (DLA) as well as other agency tenants such as the Defense Technical Information Center (DTIC), the Defense Contract Audit Agency (DCAA), and the Defense Threat Reduction Agency (DTRA).

C.1.2.3.1 The CDC is estimated to be a 35,000 square foot building, with one floor located within the fenced-in area of the HQC at 8715 Wills Road, Building 2468.

C.1.2.3.2 The Material Receiving Screening Facility is estimated to be a 15,000 square foot building with one floor within the HQ Complex, Building 2480.

C.1.2.4 Working Hours. The Government’s regular (normal) working hours are from 6:00AM to 7:00PM Monday through Friday except (a) Federal Holidays and (b) other days specifically designated by the KO. Some work, including grass mowing at the CDC, will require the Contractor to work outside normal working hours. Any other work outside normal working hours requires the approval of the COR.

C.1.2.4.1 Federal Holidays: New Year’s Day, Inauguration Day, Martin Luther King, Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

C.1.2.5 GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PROGRAM

(QASP)

C.1.2.5.1 The Contractor’s performance-based requirements listed throughout the Performance Work Statement summarize specific firm fixed-price tasks that are to be performed under this contract. The Contractor’s work is based on performance of tasks and completion of tasks as outlined in Section C.1 – C.27. The Government Representatives will make physical observations of the task attributes to determine the quality of service being performed. The HQC tenants will report to the DS Facilities Help Desk any complaint concerning services being performed. The COR will validate complaints by inspecting the area(s) reported and once validated will contact the Contractor for the area(s) to be serviced and will follow-up the call with a Quality Deficiency Report.

C.1.2.5.2 During each month, the Government will compare Contractor performance to the contract requirements through the COR’s inspections and validated Customer Complaints of work performed. The Government will evaluate each required service based on the following inspection methods:

a. COR Inspections – (Observed)

b. Validated Customer Complaints

c. Uncompleted Recurring & Routine Service Orders

d. Evaluation of Indefinite Delivery Indefinite Quantity Projects

C.1.2.5.3 Performance of a required service is considered Satisfactory when the number of defective units (Unsatisfactory outputs) found by the Government during contract surveillance does not have to be re-performed. When the number of defective units discovered by the COR causes re-work by the Contractor, the Contractor’s overall performance for that type of service is considered unsatisfactory. The COR will issue the Contractor a Quality Deficiency Report (QDR) for re-work, see Attachment C13 and C14. The Contractor shall be required to respond in writing when a QDR is issued. The QDR will require the Contractor to explain, in writing, why performance was unacceptable, how performance will be returned to satisfactory levels, and how recurrence of the deficiency will be prevented in the future.

C.1.2.5.4 The Contractor shall re-perform, at no cost to the Government, all work found to be unsatisfactory. The COR will determine the amount of time the Contractor will be given to re-perform the work on a case by case basis. Re-performance will not improve the overall rating of the service in question and the QDR counts towards the Government’s Monthly Inspection Service Count.

C.1.2.5.5 For unsatisfactory services performed, the Contractor shall re-perform the deficient service at no cost to the Government, and a Memorandum for the Record (MFR) will be forwarded to the Contracting Officer (KO) and filed in the contract file. The quantity of monthly Quality Deficiency Reports will determine the Government’s decision as to whether or not to take a deduction for the month. The quality of the Contractor’s performance will be a significant factor in the Government’s determination to exercise option periods.

C.1.2.5.6 The Quality Deficiency Report provided through the Plant Maintenance Service Order System will be sent to the Contractor by the COR and the Contractor shall have two (2) working days to return the report back to the COR. Examples of a QDR are listed but not limited to, (1) the Contractor did not respond timely after notification from a Government Representative, (2) validated customer complaints, (3) during COR inspection/observations found recurring work or routine service orders not completed, or (4) when project work is scheduled, the Contractor did not start the work on time and/or work is uncompleted by due date.

C.1.2.6 WORKMANSHIP AND MATERIAL STANDARDS

C.1.2.6.1 All workmanship shall meet the standards specified herein and shall be accomplished in conformance with approved and accepted standards of the industry; equipment manufacturers;

local, state, and Federal standards; building and safety codes; HQC construction specifications;

and operation and maintenance standards of the HQC.

C.1.2.6.2 When the Contractor completes work on a facility, system, or piece of equipment, that facility, system, or equipment shall be free of missing components or defects which would prevent it from functioning as originally intended and designed. Corrective, repair and replacement work shall be carried to completion including operational checks and cleanup of the job site. Except where otherwise noted, replacements shall match existing in dimensions, finish, color, and design.

C.1.2.6.3 Cleanup. During and at completion of work, debris shall not be allowed to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each day work is in progress.

C.1.2.6.4 Protection and Damage. The Contractor shall provide all labor, materials, and equipment necessary for the protection of the general public, equipment, furnishings, buildings, and improved grounds from damage caused by the Contractor’s negligence. Equipment, furnishings, buildings, and improved land damaged due to work performed by the Contractor shall be repaired or replaced to its original condition and finished at no cost to the Government.

C.1.2.6.5 Any work which will alter the original appearance of the equipment included in this specification must be approved in advance by the COR.

C.1.2.6.6 The use of impact tools or power actuated tools will not be permitted in occupied office spaces during regular working hours. Impact tools and power actuated tools may be used during regular working hours with the approval of the COR.

C.1.2.6.7 Burning Permits. Before burning or welding equipment can be put to use, the Contractor shall coordinate with the COR or Facilities Support Desk, five (5) days in advance of work performance, for each day welding or burning is performed. The Contractor is required to notify the COR five (5) days in advance of any burning or welding work.

C.1.2.6.8 Digging Permits. Before performing any digging or excavation, the Contractor shall coordinate with Ft. Belvoir Department of Public Works (DPW), five (5) days in advance of work performance, for approval of all excavation and permits to support work covered under this contract. The Contractor shall coordinate all utility company efforts to approve excavation permits with Ft Belvoir. The Contractor is required to notify the COR five (5) days in advance before digging or excavation.

C.1.2.7 Variation in Quantities for Fixed Price Services. Quantities depicted throughout this contract represent the Government’s best estimate of the quantity of work for the period of performance. After contract award, situations may arise which impact upon the Government’s requirements and necessitate changes to this contract. Should this occur, the KO will modify the contract in accordance with the provisions and limitations specified herein. No adjustments shall be made under the following provisions, except as may be specifically identified by the KO.

Should other provisions in Section C conflict with the provisions provided herein, the other provisions shall take precedence.

C.1.2.7.1 Service Orders (SO). Excluding Service Orders for Preventive Maintenance or Quality Deficiency Service Orders, the estimated annual quantities of the types of service calls are identified in Attachment C8, Historical Data. The actual quantities of service orders issued during each performance period will most likely differ from that shown, and an annual variance for each type of service order not to exceed 25 percent is considered normal. Accordingly, no adjustment will be made to the contract price unless the total annual quantity of each type of service order issued during the performance period is greater than 125 percent or less than 75 percent of the respective estimated annual quantity shown in Attachment C8, Historical Data. An equitable adjustment will be made only for that quantity of service orders which either is greater than 125 percent or less than 75 percent of the quantity shown.

C.1.2.7.2 Recurring Services. The annual quantity of work for all recurring services is identified throughout Section C and shall be included in the Contractor’s Annual and Monthly work schedules. Preventive Maintenance on systems and structures shall also be considered recurring services and will be scheduled based on the annual and monthly schedules stated in this document.

C.1.2.7.2.1 If the Government elects to reduce services, an adjustment will be made in the contract price at the same accepted unit price stated in the Unit Price Descriptions, if the reduction does not reduce the work to below ninety (90) percent of the original quantity identified. Should the Government delete work to less than ninety (90) percent of the original quantity identified; a negotiated equitable adjustment will be executed only for the work which is below ninety (90) percent of the original quantity.

C.1.2.7.2.2 If the Government elects to add services due to unforeseen circumstances, i.e., Americans with Disabilities Act requirements, upgrades improvements, etc., this work may be done either by Minor Work Orders or the Contracting Officer (KO) will provide the Contractor with a Statement of Work to price (see Section C.1.27, Indefinite Delivery/Indefinite Quantity Work). Once the Government accepts the Contractor’s price, upon completion of the IDIQ project, the contract will be modified to add the requirement for continual maintenance, service and repair. A negotiated equitable adjustment will be executed for the additional requirement(s).

C.1.2.8 Contractor Licensing, Certification and Specific Experience Requirements. The Contractor shall possess all licenses required by the Local, State and Federal Government. Local Government includes Fairfax County and Fort Belvoir. These licenses include, but are not limited to, Commonwealth of Virginia Class A Contractors License, and Fairfax County Business License. In addition to Contractor licenses, the following individual licenses must be held by the Contractor’s employees. The Contractor shall provide copies of all licenses prior to contract start.

C.1.2.8.1 Horticulturist. The Contractor shall have on-call one (1) degreed horticulturist (B.S.

degree in Horticulture) for consultation on this contract. The employee shall be approved by the COR and shall be available upon twenty-four hour (24) notification from the COR during normal working hours.

C.1.2.8.2 Pesticide Applicator. The Contractor shall provide a Pesticide Applicator licensed by the Commonwealth of Virginia when applying pesticides. The Contractor shall provide the name and state license number of the state certified applicator in the List of Proposed Chemicals to be submitted to the COR. The Contractor shall resubmit the name and state license number of the state certified applicator to the COR for approval for each proposed pesticide applicator.

C.1.2.9 Safety. The Contractor shall establish an accident and safety program that shall provide safety, health protection, and personnel medical maintenance as required by the Occupational Safety and Health Administration (OSHA) and all Code of Federal Regulation segments implementing OSHA. The Government reserves the right to conduct unannounced safety inspections at any time.

C.1.2.9.1 The Government reserves the right to investigate accidents involving Contractor personnel. The Contractor shall immediately report to the COR any bodily injury or death of Contractor personnel while in the performance of official duties, damage to Government property, or loss of Government property resulting from activities of the Contractor, its agents, or employees.

C.1.2.9.2 The Contractor shall provide employees with protection against health hazards by furnishing all industry standard protective equipment required for performance of this contract.

Such equipment shall be National Institute of Occupational Safety and Health (NIOSH) or Mine Safety and Health Administration (MSHA) approved for the usage intended, whichever is the most stringent. Conflicting instructions shall be brought to the COR for resolution.

C.1.2.9.3 The Contractor shall ensure that all signs, equipment, machinery, and hazards are marked or painted to identify the hazard. The colors and markings used shall conform to OSHA regulations specified at 29 CFR 1910.144 (Safety Color Code for Marking Physical Hazards), and other State and Local statutes as applicable.

C.1.2.9.4 The Contractor shall ensure that all operating equipment and tools have guards which conform to the provisions of OSHA regulations specified at 29 CFR 1910, Subparts O and P.

C.1.2.9.5 All waste material defined at 40 CFR 251.20 which could affect the environment must be disposed of in accordance with directions provided by the Environmental Protection Office/Safety Officer.

C.1.2.9.6 Scheduled safety tests shall be the responsibility of the Contractor to perform, in accordance with building specifications and as outlined in this contract.

C.1.2.9.7 The Contractor shall submit a list of proposed chemicals and substances to be used in performance of this contract to the COR within fifteen (15) days after contract start (see Attachment C12, Hazardous Materials) for both grounds and exterior pests. The list shall include: trade name, chemical composition, formulation, concentration, application rate of active ingredients, method of application, EPA registration number, and the Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS) for each chemical or substance. All chemicals must be approved by Ft. Belvoir prior to use at the HQC. Additionally, when any chemicals are planned for uses that have not been approved, the Contractor shall submit the required information prior to ordering or bringing the materials onto the HQC.

C.1.2.9.7.1 The Contractor shall be required to provide a completed Integrated Pest Management Plan (IPM) and shall submit an Evaluation and Execution Form prior to the application of pesticides for each target pest (see Attachment C12). The Contractor shall be required to provide current Pesticide Applicator Certificates and Pesticide Business License. Upon approval of proposed chemicals, the Contractor shall be required to provide a monthly and annual Integrated Pest Management report to the COR. The Government will provide training to the Project Manager on the Government’s required database system.

C.1.2.10 Fire Protection and Prevention. The Contractor shall comply with all safety and fire requirements outlined in the HQC Occupant and Emergency Plan (OEP) and Fire Prevention and Evacuation Plan as well as requirements outlined in U.S. Army Garrison, Ft. Belvoir (USAGFB) Fire Regulations, copies of which are available in the office of the Post Fire Marshal, USAG Ft.

Belvoir, Virginia. A copy of the OEP will be provided to the contractor upon award. The contractor shall include in the Installation Plan procedures required to comply with the HQC

OEP.

C.1.2.10.1 The Contractor shall be liable for any fire loss to Government property attributable to negligence or willful misconduct of the Contractor or Contractor’s employees, including failure to comply with prevention or clarification on fire prevention and protection matters.

C.1.2.10.2 The Contractor shall familiarize employees with the USAGFB Fire Regulations, location of fire reporting telephones near site of work and correct fire reporting procedure.

USAGFB Fire Marshall may be contacted for any additional information or clarification on fire prevention and protection matters.

C.1.2.11 Performance Evaluation Meetings. The Project Manager shall meet weekly with the KO and COR during the first three (3) weeks of the contract. Meetings shall be held thereafter as determined necessary by the COR. Subcontractor Supervisors shall be in attendance at the meetings during the first three (3) weeks of the contract and as applicable or as requested by the COR thereafter. The Contractor shall provide management representatives at the meetings above the level of Project Manager at the COR's request to resolve performance issues. The COR will provide written meeting minutes to the Project Manager.

C.1.2.12 Climatic Conditions. The average annual rainfall is 41 inches, with the wettest months being April through July. The average annual snowfall is 18 inches, with snowfall expected during the period of October through April. The average frost-free period (growing season) during the year is about 150 days. The first killing frost may be expected about October, and the last killing frost generally occurs in May. The average annual maximum and minimum temperatures are approximately 65 and 45 degrees Fahrenheit (F), respectively. Monthly normal temperatures range from a low of 23 degrees F in January to a high of 86 degrees F in July. Summer temperatures often exceed 90 degrees F, while sub-freezing weather is common during winter months. The prevailing wind direction at the HQC is Northwest, followed by West, with an average annual wind speed of 9 miles per hour.

C.1.2.13 Visibility. The HQC will be visited frequently by high-ranking Department of Defense Officials, Congressional Representatives, Diplomats, and other world-wide Corporate Executives. The high visibility of the HQC necessitates that the grounds and surfaced areas be maintained at the highest standards. It is the Contractor’s responsibility to ensure that all grass and planted areas are consistently maintained and pertinent areas for walking, driving and parking are clear at all times.

C.1.2.14 Bidders Library. The Government will establish a bidders library containing: service order historical information, preventive maintenance historical information, construction specifications and drawings. The types of drawings available include:

C.1.2.14.1 Architectural - Orientation Plans, Floor Plans, Framing Plans, Beam/Column/Joist Schedules, Structural Plans, Architectural/Structural details, Architectural/Structural elevations, Masonry sections and details.

C.1.2.14.2 Electrical - Lighting Plans, Power Plans, Communication Plans, Security System Plans, Fire Alarm Plans, Lightning Protection Plans, Power Riser Diagrams, Fire Alarm Riser Diagrams, Single Line Drawings, Panel Board Schedules, Electrical Details, Lighting Fixture Schedules.

C.1.2.14.3 Mechanical - Plumbing Plans, Fire Protection Plans, HVAC Plans, Mechanical Details, Mechanical Schedules, Control Diagrams, Piping Schematics, Riser Diagrams.

C.1.2.14.4 Civil - Site location/layout Plan; Topographic Survey and Demolition Plan; Grading and Drainage Plan; Utility Plan; Storm Drainage Profile; Sediment and Erosion Control Plan;

Underground irrigation System; Civil Details; Subsurface Exploration Logs and Notes.

C.1.2.14.5 Landscape - Landscaping Plan; Plant List and Details; Irrigation Details; Irrigation Plan Line & head Layout; Irrigation Spray Patterns; Hardscape Coloring Schemes.

C.1.2.14.6 Transportation - Survey Data; Traffic Control Plans; Intersection Details; Typical Sections; Traffic Signal Plans; Pavement Markings; Cross Sections.

C.1.2.14.7 The Government will establish a bidder’s library containing construction specifications and drawings.

C.1.2.14.8 The Government will provide the Headquarters Complex Occupant Emergency Plan (OEP) and Fire Prevention and Evacuation Plan at the post award conference.

C.1.3 DEFINITIONS

As used throughout this contract, the following terms shall have the meaning set forth below.

Additional definitions are in the “DEFINITIONS” clause.

C.1.3.1 Where “as shown”, “as indicated”, “as detailed”, or words of similar import are used, it shall be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

C.1.3.2 Where ‘as directed”, “as required”, “as permitted”, “approval”, “acceptance”, or other words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the KO is required unless stated otherwise.

C.1.3.3 Additional Material Handling. Time expended for loading materials from storage to truck; unloading materials to work area, moving materials from storage to job site, removing debris, and handling of materials during the job that is not included in the craft time standard.

C.1.3.4 Backlogged Service Orders. A routine service order issued during the previous contract and not completed for any reason, or maintenance, repair and minor construction requirements that are identified during lapses, if any, in service between this contract and the previous contract.

C.1.3.5 Contracting Officer (KO). The Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

C.1.3.6 Contracting Officer’s Representative (COR). The person whom the KO will designate by name or position title to act as intermediary between the Contractor and the KO on matters pertinent to this contract and be his/her authorized representative.

C.1.3.7 Contracting Officer's Technical Representative (COTR). The person whom the KO will designate by name or position title to act as intermediary between the Contractor and the KO on matters pertinent to this contract and be his/her authorized representative when the COR is not available. The COTR is equal to an alternate COR in terms of any sections in these specifications.

C.1.3.8 Component Part. Any part of any item or system that is detachable or removable from the main body or main assembly of the item or system.

C.1.3.9 Contractor. The term Contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that subcontractors comply with the provisions of this contract.

C.1.3.10 Craft Hour. A craft hour is one hour of craft time which shall include only the purely productive portion of direct, skilled labor required to perform a specific task at the work location.

Time for job preparation, safety standby personnel, gas free entry certification for confined space entry, travel, normal and any additional material handling (including erection and dismantling of scaffolding), craft delay allowances (including security escort), and inspection, supervision, and similar indirect labor elements are not included.

C.1.3.11 Davis-Bacon Act (DBA) Work. The Contractor must pay employees not less than the minimum wages and fringe benefits specified in the Davis-Bacon Wage Determination for repair, non-touch-up painting, minor construction, or alteration work (and, in the case of maintenance, if the work requires 32 or more hours of labor, or, if the work is painting, 200 or more square feet will be painted pursuant to a single service call, DFARS 222.402-70(d)). The

Government reserves the right to survey the Contractor’s employees for compliance with the Davis-Bacon Act.

C.1.3.12 De-Icing Agent. A variety of high-performance, environmentally friendly, low-corrosion deicing products used to clear snow, ice, melting or refreezing ice from a variety and type of paved surfaces. Depending on weather conditions and/or storm event, one application or multiple applications may be required to provide the correct outcome to ensure safety hazards are at a minimum.

C.1.3.13 Delay Allowances. Time expended for planning the work in the shop and at the job site;

personal needs; balancing delays waiting for other craftsmen; unavoidable delays; partial day influence; waiting for tools or materiel that should have been at the job site.

C.1.3.14 Task Order. A task order is a document (SF 1449 or DD Form 1155) issued by the KO to order indefinite delivery/indefinite quantity work (IDIQ).

C.1.3.15 Direct Labor Costs. Wages or salaries which can be properly identified with and charged to one specific product or service. Direct labor cost shall include all direct labor employee benefit costs and burdens. Employee benefits shall include the employer’s cost contributions for health and welfare, injury compensation, Federal and State Unemployment and Social Security taxes. It shall also include a burden factor to recover the cost of paid absence due to Federal Holidays, vacation, and election days required by the Department of Labor Wage Determinations. Other benefit costs including retirement contributions and paid sick leave may be included where identifiable and payable by the Contractor.

C.1.3.16 Direct Labor Hours. Those hours actually expended in the accomplishment of direct labor cost work.

C.1.3.17 Direct Materials Cost. The actual vendor invoice charges for materials used for performance of work under this contract. Direct material costs shall include transportation charges when such charges are included on the invoice by the vendor, as well as any discounts allowed for prompt payment and discounts or rebates for core value of salvage value that accrue to the Contractor. When questions arise concerning the cost of materials, material costs will be based on the lowest of quotes provided by the Contractor from at least three different commercial vendors for the direct material cost. The Government retains the right to obtain additional quotes in questionable situations. The lowest price will be used.

C.1.3.18 Plant Maintenance Service Order System Software. Service Order System is the facilities work management system used at the HQC. The system maintains and manages facilities data for Assets, Maintenance, Space, Leases, Materials, Property, Projects and Cable.

All demand and preventive maintenance work requests are issued and managed through the system. It also tracks all asset information related to the building. Plant Maintenance Service Order System utilizes Service Order Software.

C.1.3.19 Emergency Service Orders (ESO). Service Orders will be classified by the COR as emergency when the work consists of correcting failures which constitute an immediate danger to personnel or threaten to damage property or compromise physical security. ESOs are included in the firm fixed portion of the contract.

C.1.3.20 Facility. Industrial property for production, maintenance, research, development, or testing, including real property and rights therein, buildings, structures, improvements, and built-in equipment.

C.1.3.21 Fixed Burden Rate (FBR). The additional costs (expressed in percentage of direct cost) for administrative effort, ordering, handling and stockpiling special materials, special equipment and subcontracting for work included in the indefinite delivery/indefinite quantity portion of the contract.

C.1.3.22 Frequency of Service. Unless otherwise noted, services designated with the following frequencies shall be performed at intervals specified:

(A) Annual (A). Services performed once during each 12 month period at intervals of 335 to 395 days.

(B) Biennial (BA). Services performed once every 2 years on a date during the month specified.

(C) Triennial (TA). Services performed once every 3 years on a date during the month specified.

(D) Quinquennial (QA). Services performed once every 5 years on a date during the month specified.

(E) Semiannual (SA). Services performed twice during each 12 month period at intervals of 160 to 200 days.

(F) Quarterly (Q). Services performed 4 times during each 12 month period at intervals of 80 to 100 days.

(G) Bimonthly (BM). Services performed 6 times during each 12 month period at intervals of 58 to 63 days.

(H) Monthly (M). Services performed 12 times during each 12 month period at intervals of 28 to 32 days.

(I) Biweekly (BW). Services performed 26 times during each 12 month period at intervals of 13 to 15 days.

(J) Weekly (W). Services performed 52 times during each 12 month period at intervals of 6 to 8 days.

(K) Daily (D). Services performed once each day, Monday through Friday, excluding holidays unless otherwise noted.

(L) Daily (D7). Services performed once each day, seven days per week including weekends and holidays.

(M) Daily (2D). Services performed twice each day, Monday through Friday, excluding holidays unless otherwise noted.

(N) Daily (3D). Services performed three times a day, at intervals between 7 and 9 hours, seven days per week including weekends and holidays.

(O) Hourly (H). Service performed every hour, at intervals between 50 to 70 minutes, seven days per week including weekends and holidays.

C.1.3.23 Government Furnished Property (GFP). Government furnished property includes all property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

C.1.3.24 Hazardous Materials. A substance or material, including a hazardous substance capable of posing an unreasonable risk to health, safety and property. Refer to 49 CFR, Part 172 “Hazardous Materials Table” and Appendix 172.101, List of Hazardous Substances and Reportable Quantities. See Attachment C12, Hazardous Materials.

C.1.3.25 Hazardous Waste. Any material that is subject to the Hazardous Waste Manifest Requirements of the US Environmental Protection Agency as specified in 40 CFR Parts 261 and 262.

C.1.3.26 Horticulturist. A person with experience with the science and art of growing fruit, vegetables, flowers or ornamental plants.

C.1.3.27 Improved Grounds. Improved Grounds are areas that require intensive maintenance and management and are highly developed. These grounds include buildings and structures to include but not limited to guard houses, recreational structure and pavilion, flagpoles, Child Development Center, Parking Garage, Visitor Control Center, miscellaneous shelters for trash, bus stops, dining patio, loading docks, roads, walkways and parking lots as well as trees, flowers, shrubs, hedges, fields, lawns, planter containers, planting accessories, planting beds, vehicle barriers, gravel lots, etc. Maintenance of these areas are required as recurring work, routine work, preventive maintenance work, minor work, etc. and are included in the firm fixed price portion of the contract.

C.1.3.28 Indefinite Delivery/Indefinite Quantity (IDIQ) Work. “IDIQ” is defined as alteration requirements which exceed the scope of a service order for minor work. Alteration work will be classified as an IDIQ when the total cost of the required work, including labor and materials, is beyond the scope of a service order for minor work. All IDIQ work shall be subject to Davis- Bacon Act wages. Work shall be completed within the time frames specified on each task order.

IDIQ Work is included in the indefinite quantity portion of the contract.

C.1.3.29 Job Preparation. All work and costs associated with receiving and considering a job assignment and instructions; planning equipment and material requirements; obtaining proper tools; laying out job, tools, materials, and equipment; setting up ready to begin work; cleaning and storing tools and equipment and cleanup of job site.

C.1.3.30 Latent defects. Latent defects are defects that are present in a hidden or undeveloped state and are not visible or apparent at the time of inspection, but which become obvious or come into being at some future time.

C.1.3.31 Maintenance. The recurring day-to-day, periodic, or schedule work required to preserve or restore real property to such a condition that it may be effectively utilized for its designated purpose. The term includes work undertaken to prevent damage to a piece of equipment, a system, improved/unimproved grounds or a facility that otherwise would be more costly. All maintenance work is included in the firm fixed price portion of the contract.

C.1.3.32 Minor Work (MWO). A type of work request for new work or alteration work requests when the total cost of the required work, including labor and materials is $2000 or less and agreed by both the Government and the Contractor. Service requests for minor work shall be completed within the time frames specified on each MWO as five (5) days, fifteen (15) days, or thirty (30) days. A few examples would be to install new plants not included in the contractor’s landscape plan, install new trees not included in the contractor’s landscape plan, add new posts or signs not currently existing, add new numbering/lines for parking spaces, etc. All minor work is included in the firm fixed price portion of the contract.

C.1.3.33 Pre-Expended Bin Materials and Supplies. The minor materials and supplies which are incidental to a job, and for which the total direct cost of one material line item shown on the material estimate is $10.00 or less. Examples of pre-expended bin materials and supplies include, but are not limited to, solder, lead, flux, electrical connectors, electrical tape, fuses, nails, screws, bolts, washers, spacers, masking tape, sand paper, solvent cleaners, lubricants, grease, oil, rags, mops, glue, epoxy, spackling compound, joint tape, gases, refrigerants, refrigerant fittings, plumbers tape and compound, clips, welding rods, heat sinks, touch-up paint, plumbing fittings, etc.

C.1.3.34 Preventive Maintenance (PM). Preventive Maintenance is periodic scheduled work required to preserve or restore real property to such a condition that it may be used for its designated purpose. The term includes work undertaken to prevent damage to a facility that otherwise would be more costly. All preventative maintenance is included in the firm fixed price portion of the contract.

C.1.3.35 Predictive Maintenance. Predictive maintenance is recurring scheduled work typically consisting of nondestructive testing and sampling to predict equipment problems so that corrective action may be taken to preserve or restore real property to such a condition that it may be used reliably for its designated purpose. The term includes work undertaken to prevent damage to a facility that otherwise would be more costly. All predictive maintenance is included in the firm fixed price portion of the contract and shall be scheduled as recurring work.

C.1.3.36 Quality Assurance Surveillance Plan (QASP). A method used by the Government to provide some measure of control over the quality of purchased goods and services received. The Government Representatives will do physical observations of the task attributes to determine the quality of service being performed. The Defense Logistics Agency’s tenants will report to the Facilities Support Desk any complaint concerning the snow removal or grounds services being performed. The COR will validate the complaint by inspecting the area(s) reported and once validated will contact the Contractor for the area(s) to be serviced and will follow-up the call with a Quality Deficiency Report.

C.1.3.37 Quality Control. A method used by the Contractor to control the quality of goods and services produced.

C.1.3.38 Recurring Work (RW). The day-to-day, periodic or scheduled work that is performed as predictive maintenance and standing operations orders. All recurring work is included in the firm fixed-price portion of this contract.

C.1.3.39 Regular Working Hours. The Government’s regular (normal) working hours are from 6:00AM to 7:00PM Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the KO.

C.1.3.40 Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively and reliably utilized for its designated purposes. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair. All repair work is included in the firm fixed price portion of the contract.

C.1.3.41 Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work required. Response times are designated in the appropriate sections of the Statement of Work.

C.1.3.42 Routine Service Orders (RSO). Service Orders will be classified by the COR as routine when the work does not qualify as an emergency or an urgent call. All routine service orders are included in the firm fixed price portion of the contract.

C.1.3.43 Semi-Improved Grounds. Semi-Improved Grounds are areas of minimal development where maintenance and visibility are low. These areas are maintained as recurring work.

C.1.3.44 Service Orders (SO). Service orders are not a category or type of work, but are instead a procedure for arranging for unscheduled maintenance, repair and minor work. All work performed pursuant to service orders is included in the firm fixed-price portion of the contract.

C.1.3.45 Standing Operations Order (SOO). An SOO is used for operational work of a fixed nature that requires dedicated attention on a continuing basis. Construction, maintenance and repair work are not accomplished using SOOs except work including operations and scheduled inspections and preventive maintenance services performed by operators but excluding maintenance and repair work not formally performed by operator personnel.

C.1.3.46 Storm Event. A storm event will be classified by the National Oceanic and Atmospheric Administration (NOAA), for any intermittent or continuous precipitation for any period when frozen or freezing precipitation is falling. Each storm event includes removal of snow/ice, ice-melt applications, monitoring and/or servicing areas of melting or refreezing ice/snow to keep areas free from safety hazards in between storm events. Frost, freezing or slippery conditions on surfaced areas of sidewalks, parking lots, pavements, entrances, ramps, etc. shall be included in the contractor’s monitoring and preparation for any storm event. (To include a WINTER STORM, HURRICANES, DERECHO, and 100 YEAR RAINS ETC.?)

C.1.3.47 Travel time. Time expended between shop and the job site; waiting for vehicle; getting in and out of vehicle; loading and carrying a tool box; vehicle travel; unloading, walking from vehicle to job site; opening and closing door; walking up and down stairs; using elevators; and access to secure or controlled areas.

C.1.3.48 Unimproved Grounds. Unimproved Grounds are undeveloped areas where low levels of maintenance are acceptable and visibility is minimal.

C.1.3.49 Unhealthy Plants. A plant shall be considered unhealthy or dead when the main leader has died back, or twenty-five (25) percent of the crown is dead.

C.1.3.50 Urgent Service Orders (USO). Service orders will be classified by the COR as urgent when the work is deemed mission essential or when the work consists of failures in services which do not immediately endanger personnel, or threaten to damage property, or disrupt operations and/or training missions, but would soon inconvenience and affect the health or well being of personnel, damage property, or disrupt operations and/or training missions. All urgent service orders are included in the firm fixed price portion of the contract.

C.1.3.51 Water Fowl. Waterfowl’s are geese, ducks, herrings or any other types of swimming…