Coconut_Tree_Pruning___Disposal_PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

COCONUT TREE PRUNING & DISPOSAL

SERVICE

Kalaupapa National Historical Park Kalaupapa, Molokai, Hawaii

18 February 2023

Prepared by National Park Services (NPS) Pacific Western Region (PWR) – Interior Region 12

1.0 DESCRIPTION OF SERVICES

Kalaupapa National Historical Park (KALA) is located in an isolated setting midway along the north shore of the island of Molokai, in the State of Hawaii. The peninsula is a comparatively flat plateau of lava about 2¼ miles wide and which projects out from a 2,000-foot sea cliff. KALA is accessible by means of (1) a 3⅛ mile foot-trail that traverses on the side of a steep cliff, (2) using a small 9-seater commercial aircraft, or (3) by a small ocean vessel. KALA is unique among units of the National Park System (NPS) system because the Park is still home to an active community of Hansen’s disease patients, whose right to privacy and respect are strictly upheld.

The NPS has a requirement for a service provider to perform tree pruning maintenance on selected coconut trees in KALA, to include disposal of the coconut tree waste. The Contractor shall accomplish the required services in conjunction with the once-per-year, round-trip barge this is contracted for by NPS with another contractor and which sails between Honolulu and Kalaupapa, Hawaii (HI) in July or August of each year.

Numerous coconut trees within the Kalaupapa settlement have surpassed the height of the park's bucket truck to lift workers up to remove the coconuts and leaves. Many of these trees pose significant safety and property hazard to the area below the tree. To maintain the integrity of the cultural landscape and protect the health and safety of employees, residents and visitors, KALA seeks to have selected coconut trees pruned and trimmed.

Services will be required for approximately one base year with the potential for two subsequent option years.

1.0.1 BACKGROUND

Roughly a total of 450 coconut trees throughout the peninsula have been identified and are targeted for pruning and trimming. Coconut trees range in height from 30 ft to 60 ft. Heights were estimated by sight from ground level to the top of the leaves. The coconut trees are part of the iconic scenery representative of this historic site and require regular maintenance to keep the area well maintained and to reduce potential safety hazards among visitors and residents.

1.1 Scope for All Service Performance Years

Contractor services consists of the following:

1.1.1 TASK 1: TRIM/PRUNE 150 COCONUT TREES

The Contractor shall trim/prune approximately 150 mature coconut trees at the direction of the Contracting Officer (CO) designated Point of Contact (POC) at KALA. Coconut tree trimming must be completed prior to the annual barge sailing in July or August of each year.

1.1.1.1 TASK 1: ADDITIONAL DETAIL 1

In order to ensure safe, healthy and attractive coconut trees that can achieve a maximum life-span within a specific site, we recommend that the tree worker who is pruning the tree:

1. Report abnormal conditions in the crown, trunk, or base of the tree.

2. Remove yellow/brown fronds, fruit, flowers, seedpods and fruit stalks carefully without damaging the trunk or fronds that are to be retained.

3. Remove lower fronds where any part of the frond hangs below a horizontal plane to avoid stressing due to over trimming (see Appendix G Figure 1).

4. Not remove live, healthy fronds above horizontal except where encroaching on utilities or structures (see Appendix G Figure 2).

5. Not embed the cutting tool into the trunk or fronds that will remain on the coconut palm.

6. Traditional tree climbing methods have historically been used to reach these tall trees (using spikes to maintain grips with hands and feet).

7. Trimming tools will be disinfected between trees using flame or other sterilization techniques in the event the coconut trees have disease.

The Contractor shall send to the POC, at least 30-days advance notice on planned performance start dates for performing work under this contract. 30 of the identified 150 coconut trees shall be trimmed in the month of June, each year.

1.1.1.1 TASK 1: ADDITIONAL DETAIL 2

The Contractor shall be responsible for providing all labor, travel, materials, supplies, supervision, permits, licensing, insurance, and equipment required to accomplish these services.

Contractor’s Use of Premises: The immediate work area will be closed to the public during tree pruning services. The Contractor shall always conduct its operations to ensure the least inconvenience to the public. Road closures will be permitted, when required, upon specific approval of the CO designated POC. Confine storage of materials to a designated on-site storage area appointed by the POC.

Preservation of Natural and Cultural Features: Confine all operations to work limits of the project. Prevent damage to natural and cultural surroundings. Restore damaged areas at no additional expense to the Government with prior approval from Contracting Officer (CO).

Do not remove, injure, or destroy trees or other plants not identified for removal without prior approval. Do not fasten ropes, cables, or pulleys to existing buildings or utility poles. Carefully supervise operations near buildings or other trees to prevent damage.

Existing Utilities: The Contractor shall be responsible for locating and preventing damage to known utilities. If damage occurs, repair utility at no additional expense to the Government with prior approval from the CO. Contact the POC for information on utility locations.

Interruption of Existing Utility Service: There should not be any need to interrupt existing utilities. If there is a need, notify the POC prior to interruption.

Contractor must make all possible actions to not damage the landscape surrounding the work area.

1.1.2 TASK 2: PROPERLY DISPOSE OF COCONUT WASTE

The Contractor shall legally dispose of or compost all waste generated by this service in a location outside of KALA. The government estimates approximately 20 tons of green waste debris will be generated from this service.

1.1.2.1 TASK 2: ADDITIONAL DETAIL 1

The Contractor is fully responsible for (1) containing all waste generated by the work, (2) removing all waste from the work sites at KALA, and (3) disposing of all waste in a legal manner outside of the park.

No Government waste containers shall be used for collection or disposal of coconut waste and/or trash resulting from the work and/or contractor’s personnel.

The Contractor may use the NPS contracted annual barge that sails between Honolulu and Kalaupapa, HI to transport waste outside of KALA for disposal. This round-trip barge transportation service is provided at no additional charge to the Contractor.

The Contractor shall provide to NPS evidence that all items associated with this service were properly and legally composted or disposed at an appropriate composting or disposal facility.

1.1.3 Permits, License & Insurance

The Contractor shall be responsible for obtaining and holding all the necessary permits, licenses and insurance required to accomplish these services.

1.2 CONTRACTOR PROVIDED EQUIPMENT AND SUPPLIES

1.2.1 CONTRACTOR-FURNISHED EQUIPMENT

The Contractor shall provide and maintain all vehicles and equipment necessary to perform the requirements of this contract. The Contractor may perform cleaning, minor repair, and other normal maintenance requirements of equipment on site. Contractor equipment shall be maintained to present a neat, professional appearance. Contractor equipment shall be used solely for the intended purpose of performing services in this performance work statement during normal hours of operation.

All vehicles and equipment used in the performance of this contract shall be in good operable condition. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The Contracting Officer (CO) or POC may inspect the Contractor’s equipment at any time while on government property and may direct the removal of any unsafe or unusable equipment from those locations.

The Contractor shall provide adequate numbers of vehicles and equipment items to effectively fulfill the scope of this contract. In addition, the Contractor shall maintain or have backup capability to provide continued service in the event primary equipment is deemed unsatisfactory or down for extended maintenance or repairs. Equipment failure shall not alleviate the Contractor from performing any requirement contained in this contract.

2.0 SERVICE SUMMARY (SS):

The contract service requirements are summarized in the performance objectives below. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of Contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

defect per year 100% Inspection

2.1 CONTRACTOR’S QUALITY CONTROL

The Contractor shall develop and maintain a quality program to ensure the services described by this PWS are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum the contractor shall develop quality control procedures addressing the areas identified in paragraph 2.0, Service Summary.

2.1.1 CONTRACTOR’S QUALITY CONTROL PLAN (QCP)

The Contractor shall develop and maintain a Quality Control Plan that, at a minimum, communicates: (1) What will be monitored; (2) How monitoring will take place; (3) When monitoring will take place; (4) Who will conduct monitoring; and (5) How monitoring efforts and results will be documented.

2.2 QUALITY ASSURANCE

The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The contractor shall provide work schedules to the POC in accordance with paragraph 4.4 of this PWS. The POC may inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS.

2.3. PERFORMANCE ASSESSMENT

2.3.1 PERIODIC VALIDATIONS

The POC will periodically employ a “spot check” style performance assessment based on the Contractor’s performance schedule. Additional validations will be conducted on a scheduled basis and the POC, in coordination with the CO, will establish the validation frequency (e.g., daily, weekly, monthly, quarterly, semi-annual, or annually), which may be adjusted based on quality trends.

2.3.2 UNSATISFACTORY PERFORMANCE.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the CO. Any failure to meet a performance threshold in the Service Summary (SS) where zero (0) defects are permitted will trigger an immediate Progress Meeting, as prescribed in paragraph 2.4. Any failure to meet a performance threshold established in the SS where one (1) or more defects is permitted during a one-month period shall result in a warning letter or letter of concern from the CO. Failure to meet any combination of performance thresholds for two successive months will trigger an immediate Progress Meeting, as prescribed in paragraph 2.4. If unsatisfactory performance continues additional escalation actions may be triggered, to include those remedies described in paragraph 2.5, Government Remedies.

2.4 PERIODIC PROGRESS MEETINGS

2.4.1 PROGRESS MEETINGS

The CO, POC, other government personnel, as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. The following issues shall be discussed: opportunities to improve the contract, required contract modification(s), unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summary of unsatisfactory inspections and customer complaints and shall provide insight into any identified trends, root cause analysis, and performance improvement plan.

2.4.2 PROGRESS MEETING MINUTES

The Contractor will develop meeting minutes and distribute those minutes to the Government team and the Contractor. Should the Government not concur with the minutes, the CO shall provide a written notification to the Contractor identifying areas of non-concurrence for resolution.

2.5 GOVERNMENT REMEDIES

The CO will follow FAR 52.212-4 Contract Terms and Conditions-Commercial Items, for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

The Government shall:

The NPS will request for permits from the DoH as the sponsoring agency of the Contractor.

With prior coordination, the NPS will provide transportation between the Kalaupapa Airport or the Kalaupapa Trail to the job site and can provide transportation between job sites. The Contractor shall notify the park POC of all transportation needs as soon as possible but shall identify all days where transportation will be required no later than 3 days prior to the day the transportation is needed.

The NPS will provide round-trip barge transportation between Honolulu and Kalaupapa, HI at no additional costs for vehicles and equipment. If the Contractor intends to use this Government furnished service, the Contractor shall declare this intention to the park POC and CO as early in the planning process as possible.

The NPS will provide one (1) dump vehicle and one (1) backhoe in KALA for the sole purpose of performing work under this contract to approved vehicle and equipment operators only.

4.0 GENERAL INFORMATION

4.1 DAYS AND HOURS OF OPERATION: KALAUPAPA NATIONAL HISTORICAL PARK

The Contractor shall perform the required tree trimming services during regular park business hours, Monday-Thursday, from 6:00 a.m. to 4:30 p.m. HST, except as otherwise approved by the POC.

During the week of barge, hours of operation are Monday through Saturday between 6:00am and 4:30pm HST.

4.1.1 BARGE LOADING DAY

With prior coordination, the Contractor may utilize the NPS contracted once-per-year, round-trip barge that sails between Honolulu and Kalaupapa, Hawaii in July or August of each year. Utilization of the barge shall be limited to transportation of coconut tree waste and those vehicles and pieces of equipment approved for transport by the park POC and CO.

The Contactor shall contact the park POC and CO as soon as possible to initiate barge loading coordination.

The scheduled date for the barge loading day is an estimate and is subject to change multiple times within the annual July to August sail window. Weather, tide levels, and other factors related to inter-island cargo shipping may cause delays. The Contractor shall plan for these types of delays. The park POC will provide to the Contractor information related to the barge loading day as it is made available to NPS.

Typically, there is only one barge loading day for general cargo acceptance in Honolulu. Barge loading occurs at the Young Brother’s Pier 39/40. Barge loading day typically takes place on a Thursday between 7:30am and 3:30pm Hawaii Standard Time (HST). Cargo will only be accepted in Honolulu on the scheduled barge loading day and loading will only occur during those specified times. There are no exceptions. The barge departs Honolulu early Saturday morning, arriving in Kalaupapa around 8:00am HST. Unloading of the barge starts soon after it arrives and reloading commences that same Saturday in Kalaupapa later that afternoon. Typically, around 6:00pm HST the barge departs Kalaupapa heading back to Honolulu and arrives early Sunday morning. General cargo and freight are available for pick up in Honolulu at Young Brother’s Pier 39/40 on Monday after 9:30am HST. The specific delivery location, date, time, and procedures will be provided by the POC prior to the barge sailing date.

4.2 HOLIDAYS & CLOSURES

No work shall be performed on Holidays. Contractor shall make every effort to schedule work on days other than those noted below; except as otherwise approved by the POC.

Independence Day

4.3 PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY - RESERVED

4.4 CONTRACTOR WORK SCHEDULE

4.4.1 SCHEDULE SUBMISSION AND APPROVAL

The Contractor shall submit a performance schedule for each service described in this PWS and Appendices to the POC for approval 30-days prior for each site visit. The Contractor shall not deviate from the approved schedule without prior approval from the POC. Permanent changes to the schedule shall be submitted 10 days before implementation and must receive POC approval before the Government will allow the proposed changes. The schedule must be submitted electronically using a file format compatible with Government software.

4.5 CONTRACTOR PERSONNEL

4.5.1 CONTRACT MANAGER

The Contractor shall establish a contract manager or alternate(s) that can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to discuss contract related matters. The Contractor shall provide the CO the telephone number(s) where performance validation results and complaints can be reported. This information will be kept updated by the contractor whenever personnel changes occur. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

4.5.2 CONTRACTOR PERSONNEL APPEARANCE

Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection. All Contractor personnel shall always be fully clothed while performing the services of this contract. "Fully Clothed" is deemed to mean that a shirt (or T-shirt), trousers, closed-toe shoes and personal protective equipment, if required, shall always be worn. Tact, diplomacy, and courtesy shall always be used during contact with the community.

4.5.3 EMPLOYEE RESTRICTIONS

The Government is authorized to restrict employment under the contract of any contractor employee or prospective contractor employee who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.6 CONTRACTOR MANPOWER REPORTING – RESERVED

4.7 INSTALLATION SECURITY AND ACCESS REQUIREMENTS

Contact the POC for guidance on installation security and access requirements. Kalaupapa is still home to Hansen’s disease patients, whose right to privacy and respect are strictly upheld according to DOH rules and restrictions. A prepared list of regulations is applied to all visitors and contract workers coming to Kalaupapa. All visitors and contract workers must be sponsored into the park with a valid permit at least 5 business days in advance to meet access requirements as directed by DOH policies and procedures. All Contractor personnel must acknowledge by signature that they have read and understood these regulations.

4.7.1 AIR TRANSPORTATION TO KALA

Daily passenger air transportation is available only through Mokulele Airlines.

4.7.2 NO FOOD AVAILABLE AT KALA

There is no food available for purchase in Kalaupapa. All contractors’ personnel must bring their provisions and remove all remaining provisions when leaving. Lodging is available only through State and Federal administrations.

4.7.3 SITE VISIT

A site visit may be provided, as requested. Please contact the POC to arrange for access to the site at least 5 business days in advance. The Contractor is responsible for all travel costs and arrangements associated with a site visit.

Smoking is prohibited inside or outside within 25 feet of any buildings in the park. This applies to existing buildings and buildings under construction or renovation. Discarding of tobacco products or debris anywhere other than into designated waste receptacles is considered littering and subject to fines.

4.7.4 SPECIAL PANDEMIC PROCEDURES

Special Pandemic Procedures for Kalawao County may be required by the State and Federal Government. All relevant COVID rules and regulations for entering Kalawao County are listed in Appendices A through E. COVID rules and regulations may change at any time by the State and Federal Government. To obtain the most up to date guidance, please contact the POC for the most up to date procedures.

4.8 SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work in a safe manner as required by Occupational Safety and Health Administration (OSHA) Requirements. The Contractor shall immediately provide a verbal report to the POC for each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.

4.9 DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT OR VEGETATION.

Damages to government buildings, equipment, or vegetation are addressed in FAR 52.237-2, Protection of Government Buildings, Equipment and Vegetation. The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

4.10 CONTRACTOR QUALIFICATION

The contractor shall be responsible for complying with all Federal, State and Local requirements for waste disposal and any other service activities made under this effort. The contractor shall possess all appropriate licensing for the service which is being provided. The contractor shall be responsible to ensure sub-contractors possess the appropriate licensing for the sub-contracted service activities provided.

4.11 CONTRACTING OFFICER (CO) AND POINT OF CONTACT (POC) (QUALITY ASSURANCE PERSONNEL).

The CO will appoint a POC representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the Contractor after contact award.

5.0 INVOICING AND PAYMENT

Invoicing and payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP) located at www.IPP.gov. Payment will be made based on actual weights that are recycled or disposed.

6.0 APPENDICES

The Government will make all of the below listed documents, forms, references and report formats directly addressed within this Performance-Based Work Statement available. Supplements or amendments to the below listed materials from any organizational level may be issued during the life of the contract. When notified by the CO, the Contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the Contractor shall submit to the CO a price proposal and obtain prior approval. Price proposals shall be submitted within 15 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions – Commercial Items clause. Failure of the Contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the Government to performance in accordance with such change, at no increase in contract price.

APPENDIX A – Department of Health COVID Prevention Guidelines for Kalawao County APPENDIX B– Application for Visitor and Essential Services Provider Permit APPENDIX C– Instructions for Application for Visitor Permit Rules and Regulations Governing all Visitors to Kalaupapa Settlement APPENDIX D– Interim Modifications – COVID Related Rules and Regulations Governing all Visitors to Kalaupapa Settlement APPENDIX E– Interim Modifications – COVID Related Rules and Regulations Governing Essential Service Providers in Kalaupapa Settlement APPENDIX F– Coconut Tree Locations APPENDIX G– Kalaupapa National Historical Park Guidelines for the Management of Coconut Trees APPENDIX H- Wage Determination Klawao County