Irrigation_Maintenance_PWS_01_Jun_2015.pdf

PERFORMANCE WORK STATEMENT

FOR

IRRIGATION MAINTENANCE

30TH SPACE WING - VANDENBERG AFB

01 JUN 2015

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 4

1.1. MAINTAIN IMPROVED GROUNDS (N/A) 4

2. SERVICES SUMMARY 6

2.1. QUALITY CONTROL 7

2.2. QUALITY ASSURANCE 7

2.3. SURVEILLANCE METHODS 7

2.4. PERIODIC PROGRESS MEETINGS 8

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 9

3.1. FACILITIES 9

3.2. UTILITIES 9

3.3. RESERVED 9

3.4. SECURITY, FIRE, & MEDICAL SERVICES 9

3.5. TELEPHONE 9

3.7. PROPERTY 9

3.8. SERVICES 10

4. GENERAL INFORMATION 10

4.1. MISSION 10

4.2. BACKGROUND 10

4.3. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR

VEGETATION 10

4.4. ENVIRONMENTAL REQUIREMENTS 10

4.4.1. HAZARDOUS MATERIALS 10

4.5. PERMITS, LICENSES AND CERTIFICATIONS 11

4.6. HOURS OF OPERATION. 11

4.7. RECOGNIZED HOLIDAYS 11

4.8. SECURITY REQUIREMENTS 12

4.9. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED

SECURITY 14

4.10. SPECIAL QUALIFICATIONS 14

4.11. INTERFACES 14

4.12. CONTRACTING OFFICER AND CONTRACTING OFFICER

REPRESENTATIVE 15

4.13. WORK CLEARANCE REQUESTS. 15

4.14. SAFETY REQUIREMENTS AND REPORTS. 15

4.15.CONTRACTOR MANPOWER REPORTING 15

4.16. PARTNERING AGREEMENT 16

APPENDIX A – IRRIGATION MAPS

APPENDIX B - DATA REQUIREMENTS

APPENDIX C – DEFINITIONS

APPENDIX D –ENVIRONMENTAL REQUIREMENTS

1. DESCRIPTION OF SERVICES

The Contractor shall provide non-personal services, to include all personnel, supervision, equipment, tools, and other items and services necessary to perform grounds maintenance for specified areas on Vandenberg Air Force Base (VAFB), California, in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. Specific areas are identified in this PWS and in Appendix A. The Contractor’s performance will be based on the Contracting Officer’s Representative’s (COR), and Contracting Officer’s (CO) evaluation of the results required by the Service Summary (SS) and not the frequency or method of performance. It is at the Contractor’s discretion to determine the levels of frequencies to attain the level of service at the best value. The evaluation of results will be based on COR surveillance, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. The Contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

1.1. MAINTAIN IMPROVED GROUNDS : All assigned plots shall include the following tasks (Note: Acreage and assigned plots may be subject to change)

1.1.1. Irrigation requires no dead/brown spots, no ponding of water, excessive runoff, etc. This includes lawns, plants, flowers, landscaped areas, and all areas requiring manual watering (see Appendix A). Contractor shall position hoses, etc., for manual watering and then remove/store hoses and sprinklers out of sight between waterings to insure neat, clean appearance of areas. The Contractor is prohibited from connecting to any hydrant within the boundaries of Vandenberg AFB. Contractor shall practice water conservation measures whenever possible and shall position all watering systems to avoid overspray onto facilities, pavements, sidewalks, roadways, etc. Watering shall be performed during nighttime hours. If daytime watering is necessary, Contractor shall notify the Government representative of the reason for daytime watering, and the duration daytime watering will be in progress. Irrigation responsibilities also include setup, monitoring, adjusting, etc., of irrigation system computer, and all irrigation clocks/timers, controllers, pumps, etc. Contractor shall be responsible for day-to-day operation of the base-wide automated irrigation systems (currently Rain Master Evolution DX2 and some Irritrol controllers). The Contractor is required to insure proper irrigation of assigned areas, regardless of whether or not automated systems are operational (If an automated system fails, the Contractor must notify Service Contracts of the system failure and perform manual watering in the affected area--unless no hose bib hookup is available-- until the system is repaired or replaced);

1.1.2. Maintenance of irrigation systems includes: replacement parts, such as broken sprinkler heads, washers, gaskets, valves, PVC piping, etc. The Contractor’s responsibility shall begin at the irrigation isolation valve and end at the final point of the irrigation systems. Maintenance of irrigation systems does not include: repair or replacement of pumps, controllers, clocks/timers, or backflow valves (Government responsibility). If repair or replacement of pumps, controllers, or clocks/timers is required, the Contractor shall notify Service Contracts and submit a cost proposal for the repair/replacement, which will be handled on a case-by-case, reimbursable basis (there are no guarantees the Contractor will be awarded any additional repair projects).

2. SERVICES SUMMARY

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of Government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

Performance Objective PWS Para Performance

Threshold

Remedy Method of Assessment

SS-2

Maintain Improved Grounds

1.1, 1.1.1, 1.1.2, inclusive

No more than 3 valid defects per month

Re-performance

Within 8 hours of notification

Periodic Surveillance

Valid Customer Complaint

Performance Objective PWS Para

Performance

Threshold

Remedy Method of Assessment

SS-7

Quality Control

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

2.1 No more than 3

valid defects per month

Contractor shall complete a written Corrective Action Report.

Periodic Surveillance

2.1. QUALITY CONTROL. The Contractor shall provide a written description of the quality control system to include identification of the commercial practices and procedures to be used, such as those of the Professional Grounds Management Society (PGMS), , American Society of Landscape Architects, the American National Standards Institute (ANSI), and local Extension Offices of the Federal Cooperative Extension Service. Include the inspection system requirements of FAR52.212-4(a) in this document. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the contracting officer for review, feedback and approval. The plan shall be submitted no later than the pre-performance conference. The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

2.2. QUALITY ASSURANCE. The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Contract Discrepancy Report (CDR) DD Form 2772 for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer/COR within 10 calendar days of receipt.

2.3 SURVEILLANCE METHODS

2.3.1. Periodic Validations. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the CO or COR. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.1.1. Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend and the Contracting Officer may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.3.2. Periodic Surveillances. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the COR.

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

Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team.

All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4. PERIODIC PROGRESS MEETINGS. The CO, Functional Commander, COR, 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, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the Contractor.

Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. FACILITIES. (See paragraph 3.7)

3.2. UTILITIES. The Government shall furnish the utilities necessary for the requirements of this PWS however, the Contractor shall be responsible for procurement and any recurring cost associated with operation and maintenance of his job site (i.e., utilities [electricity, sewage, which shall be metered and billable via a reimbursable job order number (JON) account] telephone, portable latrines, pest control services, custodial/janitorial services and grounds maintenance services [the area inside and within 100 feet outside the perimeter fence of assigned lot/facilities).

3.3. MATERIALS. (N/A)

3.4. SECURITY, FIRE, AND MEDICAL SERVICES. Emergency services may be obtained by calling 9-1-1 on Base phone or 734-4117 by cell phone. The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.5. TELEPHONE. See paragraph 3.2.

3.7. PROPERTY. The Contractor shall furnish everything to perform required services outlined in this contract and PWS, except for specific Government-furnished property and services as noted below. The Contractor shall also be responsible for procurement and any recurring costs associated with operation and maintenance of his job site (i.e., utilities [electricity, water, sewage, which shall be metered and billable via a reimbursable job order number (JON) account] telephone, portable latrines, pest control services, custodial/janitorial services, and grounds maintenance services [the area inside and within 100 feet outside the perimeter fence of assigned lot/facilities]).

3.7.1.The Government will provide a 1-acre vacant lot on 20th Street, where (upon approval by the Government and completion of permitting) the Contractor can erect a concrete slab with portable, re-locatable facilities for administrative use, shop space, vehicle parking, and storage space. The Contractor shall install a permanent, 6-foot high, chain link privacy fence, complete with gates, around the entire perimeter of the Government-provided site(s).

3.7.2. Within 10 calendar days after notification of award (or later with approval from the Government), the Contractor shall submit site plans and shop drawings of all proposed facilities, fencing, utility hook-ups, etc., for approval by CE Base Planning. Submittal shall be on an Air Force Form 3000 and BCE Work Request (AF Form 332) accompanied by an AF Form 103, Digging Permit. The Contractor shall be responsible for obtaining all necessary coordination and approvals required for proposed facility/hookups. The Contractor shall be responsible for all associated costs (including utilities) to erect and maintain the proposed site for the duration of this Contract. Upon termination of this Contract, the Contractor shall be required to remove all facilities and fencing at no additional cost to the Government, and shall restore the area to its original condition. The Government will inspect and accept the site prior to final payment to the Contractor. The Government is not responsible for damage to (or theft of) Contractor’s stored supplies, equipment, or Contractor employees’ personal property.

3.8. SERVICES.

3.8.1. Water. The Government will furnish water for irrigation of assigned base-wide grounds contracted areas only. This does not include water for operational use at the Contractor’s work site, which shall be a reimbursable cost [Contractor will be billed utilizing a JON]. The Contractor is prohibited from connecting to any hydrant (for the purposes of grounds irrigation) within the boundaries of Vandenberg AFB.

4.0. GENERAL INFORMATION

4.1. MISSION

The overall Civil Engineer mission at Vandenberg AFB is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned airmen, families, and civilian employees.

4.2. BACKGROUND

Estimated acreage/hours are located in Appendix A and consists of: General Landscape, 4.3.

DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

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

4.4. ENVIRONMENTAL REQUIREMENTS.

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

4.4.1. Hazardous Materials. The Contracting Officer shall approve all hazardous materials brought on-site by the Contractor prior to use. The Contractor shall obtain approval using the application requirements of the AF Form 3952. Once the process is implemented and Contractor is trained, the Contractor may submit the AF Form 3952 electronically. The Contracting Officer has the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and environment. In the event the Contracting Officer does not approve a hazardous material for use, the Contracting Officer may provide the Contractor a list of suitable substitutes; however, the Contractor shall retain responsibility for finding an acceptable substitute. The Contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

4.5. PERMITS, LICENSES AND CERTIFICATIONS

Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications;

give all required notices; and comply with applicable Federal, State, County, and local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review. All pesticide application will be made by State or Host Nation certified applicator as prescribed in DoDI 4150.7.

4.6. HOURS OF OPERATION.

Perform grounds maintenance services during normal duty hours which are Mondays through Fridays 7:00 a.m. to 3:30 p.m, excluding federal holidays, unless otherwise required in the contract or approved by the Contracting Officer. The Contractor shall be available (by phone, pager, or cell phone and fax) during the Government Program Office’s duty hours (7:00 a.m. to 3:30p.m., Monday through Friday) and for after hour’s response to irrigation/watering system problems or emergencies. There may be situations that require the Contractor to work at times other than normal working hours. When the Contractor’s work schedule conflicts with an Air Force mission requirement, advise the Contracting Officer or Designated Representative and reschedule the work to minimize disruption.

4.7. RECOGNIZED HOLIDAYS. The Contractor is not required to provide service on federal holidays, except in emergency situations; the holidays are:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the Contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.7.1. Base Closures. Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.8. SECURITY REQUIREMENTS. All Contractor employees shall comply with all Vandenberg AFB security requirements imposed by the Installation Commander at all times while on Vandenberg AFB premises. Contractor shall obtain all necessary passes, decals, badges, or other items required for access to perform contract services at Vandenberg AFB. The Contractor is responsible for accountability of all such media and these media shall be surrendered to the Security Forces Squadron Pass and Registration Section upon completion or termination of the Contract or upon termination of an individual’s employment for the Contractor. The Contractor shall comply with all VAFB policies regarding entry to the installation, rules of the road, contingency operations compliance, and photography prohibitions.

Contractor employees are authorized entry to the installation for the purpose of work under this Contract only, and are not authorized in other facilities or areas without prior Government authorization. Due to safety/security requirements, Contractor personnel shall be required to fluently speak, understand, read, and write English.

4.8.1. Base Access. Contractor needs to be aware that entry requirements are subject to change due to installation and world situations. In regards to permanent base access entry, all employees are subject to a background check through the FBI.

4.8.2. Main Base Access. Current security access restrictions at the Santa Maria Gate (Main Base entry gate) require all Contractor vehicles (which are the size of a standard bread delivery truck or larger) to enter through the Lompoc Gate only (gate is located at intersection of Santa Lucia Road and Pine Canyon Road). There is a vehicle check pull-off area and the Contractor may be required to pull-off and submit to a vehicle search prior to gaining entry to the base.

Contractor should plan and allow for delays as a result of increased and ever-changing security procedures.

4.8.3. Security Manager. Upon Contract award, the Contractor shall designate, in writing to the Contracting Officer, a Security Manager who shall be the Contractor’s point of contact for all security matters. Within 5 working days of Contract award, the Contractor’s Security Manager shall contact the 30th Civil Engineer Squadron (CES) Security Manager (in the CES compound located at 1172 Iceland Ave) for assistance on accomplishing Contractor personnel security requirements.

4.8.3.1. Contractor personnel are required to attend security and OPSEC orientation under HSPD Title 12. Contractor shall schedule initial and annual refresher training (for all assigned Contractor personnel) through the 30 CES Security Manager.

4.8.3.2. All Contractor personnel shall be thoroughly briefed by the 30th Civil Engineer Squadron (CES) Security Manager on established security requirements and procedures as stipulated in Air Force Policy Directive (AFPD 31-1 Physical Security Program).

4.8.3.3. The Contractor shall brief all employees that they shall immediately leave any area upon notification by the Contracting Officer, COR, constituted authority, or Security Forces, or when directed as occasional operational requirements, real world activities, or emergencies dictate.

4.8.5. Employee Background Checks. All Contractor employees who do not have a current security investigation acceptable to the Security Forces, and who require a National Agency Check (NAC) for the performance of their duties, shall complete an Electronic Personnel Security Questionnaire (EPSQ), SF 85P, Questionnaire for Public Trust Positions, in three copies (original and two photocopies); and an AF Form 2583, Request for Personnel Security Action.

For all employees requiring local area network [LAN] access (if applicable), the Contractor shall submit the following information: full name, date and place of birth, social security account number, affirmation of United States citizenship, and any current security investigation data.

Information shall be in writing, on company letterhead, and submitted to Security Forces through the 30 CES Security Manager.

4.8.5.1. The 30th Civil Engineer Squadron (CES) Security Manager is the source for the necessary forms and will provide instructions for receiving, preparing, and processing these forms. The Contractor shall coordinate with all required facilities to process all necessary paperwork. After forms have been properly completed, the 30th Civil Engineer Squadron (CES) Security Manager will make an appointment for Contractor employee(s) to go to the Security Forces for submittal of paperwork and fingerprinting. Appointments will be scheduled within two weeks of request.

4.8.5.2. A minimum of 180 days is required to process Contractor employee NACs. Additional time will be required if the NAC is unfavorable and may result in denial of entry to restricted/controlled areas or denial of base LAN access. The 30th Civil Engineer Squadron (CES) Security Manager will notify the Contractor of any NAC results. After completion of a favorable NAC, each eligible employee shall report to the 30th Civil Engineer Squadron (CES) Security Manager for processing of AF Form 2586, Unescorted Entry Authorization Certificate.

The 30th Civil Engineer Squadron (CES) Security Manager will schedule appointments for issuance of badges.

4.8.5.3. The Vandenberg AFB Installation Commander reserves the right to deny restricted area entry to any Contractor employee whose NAC is unfavorable, and the right to terminate the entry of any employee upon disclosure of information indicating the individual’s continued entry to a secure area is not in the best interest of national security.

4.8.5.4. Controlled area badges will be valid only for the actual period of employment or the term of the Contract, whichever occurs first. Contractor employees must display controlled area badge on their outer garment above waist level, and must, upon request, surrender the badge to any Department of Defense (DoD) member for identification verification. Violations or deviations from established security procedures by Contractor employees may result in confiscation of controlled area badges and denial of future entry to restricted areas.

4.8.5.5. The Contractor shall not employ persons for work on this Contract if such employee is identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population. Due to safety/security issues, all Contractor employees shall be able to fluently speak, understand, read, and write English. Contractor personnel shall be easily recognized as Contractor employees by wear of an identification tag that shall include the company’s name/logo and employee’s name.

4.8.6. Contractor Vehicles. Contractor vehicles must be maintained in a safe and operational condition at all times while on Vandenberg AFB.

4.9. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY.

This service is not determined to be essential for performance during crisis according to DODI 3020.37.

4.10. SPECIAL QUALIFICATIONS.

The Contractor shall provide the name and telephone number of the Contractor’s on-site contract manager and alternate responsible for all requirements in the PWS. The Contractor’s on-site manager must be able to speak and write in the English language. Provide telephone numbers of Contractor manager and alternate(s) for after duty hours. The contract manager and alternate(s) must be able to read, write, speak and understand English, or an interpreter must be provided to work alongside the contract manager or alternate(s) at no additional cost to the Government.

4.11. INTERFACES

Do not unduly interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the Government person involved, to the Contracting Officer immediately by the most expedient means. Notify the Contracting Officer verbally of disputes with customers or other base Contractors and follow-up in writing.

4.12. CONTRACTING OFFICER AND CONTRACTING OFFICER

REPRESENTATIVE (QUALITY ASSURANCE PERSONNEL)

The Contracting Officer will appoint a primary and alternate 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. In this contract, information conveyed by the Contractor to the Contracting Officer’s designated representative is the same as having conveyed it to the Contracting Officer.

4.13. WORK CLEARANCE REQUESTS

The Contractor shall obtain an approved Work Clearance Request for all work which involves excavation including minor digging. Digging permits are available. Prior to any digging by the Contractor on Vandenberg AFB property, the Contractor shall prepare and obtain coordination on an AF Form 332, accompanied by an AF Form 103, Digging Permit. Contractor shall identify the area where work is to be performed, nature and purpose of the work being performed (i.e., installing irrigation, landscaping project, etc.), etc. Contractor shall coordinate the AF Form 332 and AF Form 103 with all affected offices (i.e., base-wide utilities, communications, environmental, safety, etc.) to insure proper monitors are notified and are available for assistance during the pending project, and to avoid damage to any underground cables, utilities, etc.

4.13.1. When requested, Contractor shall provide coordination on project work clearances requiring digging as generated by other Contractors, organizations, etc. If “irrigation monitor is required” is annotated on the AF Form 332 and AF Form 103 by CE Service Contracts, the Contractor shall flag the affected areas and provide a monitor when needed, to insure any digging associated with the project does not damage existing irrigation lines. Contractor shall annotate the requester’s AF Form 332 and AF Form 103 when flagging of the required area(s) has been completed and a monitor has been provided. Contractor shall provide coordination, flagging of areas, and irrigation monitors for projects at no additional cost to the Government (i.e., these services shall be included in the Contractor’s contract price of all line items of this contract associated with maintaining grounds).

4.14. SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. Provide a verbal report to the Contracting Officer as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the Contracting Officer within five calendar days of each occurrence.

4.15. CONTRACTOR MANPOWER REPORTING

The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the U.S. Air Force via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address http://www.ecmra.mil

4.15.1 Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the ECMRA help desk.

4.16. PARTNERING AGREEMENT

The Contracting Officer may require a partnering agreement between the Government and Contractor to facilitate joint cooperation and a sound partnership of all parties involved in the execution of this contract. Partnering is the creation of a Government-Contractor relationship that promotes achievement of mutually beneficial goals. It involves an agreement in principal to share the risk involved in completing the project and to establish and promote a nurturing partnership environment. Representatives from each organization are encouraged to participate in developing a partnering agreement. The partnering agreement that results may be formal or informal. If formal, it should be reduced to writing and signed by the parties involved.

http://www.ecmra.mil/

APPENDIX A

APPENDIX A – IRRIGATION MAPS

Irrigation Controllers and LINEAR FEET to C

APPENDIX B

APPENDIX B – DATA REQUIREMENTS

Provide the data as indicated below to the Contracting Officer. All reports, submittals, logs, and information provided to the Government shall be electronic and compatible with Microsoft Office 2007, such as Excel, Word, and others. “Compatible” means the document can be opened using the appropriate Microsoft Office component without any discernible effect on the text (e.g., loss of data) or the formatting of the document:

Item No.

Description Format Frequency

1. Services Summary Contractor Format Original and changes as occurring

2. Quality Management System Description

Contractor Format Original and changes as occurring

3. Work Performed Mutually agreed upon format

Monthly (by the 10th of the month)

4. Damage and Injury Reports As required by law Each occurrence, within 5 days of incident

APPENDIX C

APPENDIX C – DEFINITIONS

1. Rutting – visible marks left on the grounds from the wheels of mowing and edging equipment.

2. Distinguished Visitor (DV) / Special Cut - Grass cutting in high profile areas of the base such as ceremonial areas, ornamental areas, distinguished visitor routes, quarters, and entrances. A DV cut is generally performed more frequently than other cuttings and the height range specified is usually smaller. Grass clippings are removed from the area and the end result is uniform in appearance, well manicured, and complete.

3. Government Program Office - The Government Program Office is 30 CES/CEOES, Service Contracts Section. Contracting Officer Representatives (CORs) who monitor this Contract are located in the Government Program Office. Within the Performance Work Statement (PWS), the Government Program Office will simply be referred to as CE Service Contracts Section.

4. Performance-Based Contracting. Performance-based Contracting is the newest, most current method of Contracting being utilized on Vandenberg AFB.

Performance-Based Service Contracts (PBSCs) implement the philosophy of allowing the Contractor the freedom to perform assigned duties utilizing the most economic, effective, efficient, and innovative methods available to accomplish all Contract requirements, within the parameters of all applicable regulations, directives, policies, etc. The Government will tell the Contractor what is to be the end result, not how to achieve it. The Government is not concerned with schedules (which will be the Contractor’s internal management responsibility), but is concerned with quality of product and performance. If properly implemented and practiced by the Contractor, performance-based methodology should allow the Contractor the flexibility to achieve optimum results using the most economic and efficient means possible, affording beneficial results for both the Government and the Contractor. This grounds maintenance Contract is a performance-based contract.

5. Quality Assurance Personnel (QAP). CE Service Contracts Section personnel assigned to monitor this Contract. Quality Assurance Personnel may also be referred to as the “Government evaluator”, “designated representative”, or “COR”.

6. Restricted/Controlled. Areas identified as “restricted/controlled” (R/C) or “controlled” require special access and/or escort and require the Contractor to contact on-site personnel and schedule access prior to performing required grounds maintenance tasks.

APPENDIX D – ENVIRONMENTAL COMPLIANCE REQUIREMENTS

1.01 A. General: Vandenberg Air Force Base (VAFB) Contractors, and their subcontractors, shall comply with the most stringent federal, state, and local environmental laws, regulations, and Air Force policies, instructions, and plans. The federal Government is not exempt from compliance with environmental regulations. The Contractor shall maintain an awareness of changing environmental regulatory requirements to avoid environmental deficiencies for activities on VAFB.

B. Environmental Coordination: The 30th Civil Engineering Squadron, Environmental Flight (30 CES/CEV) is the single point of contact for coordination with all environmental regulatory agencies. Prior to coordinating with any environmental regulatory agency, the contractor shall obtain approval from 30 CES/CEV. The contractor shall provide all copies of any regulatory agency notifications, reports, consultations, permits, and/or regulatory documents to 30 CES/CEV.

1. The Contractor shall comply with all permit conditions and consultation requirements.

2. The Contractor shall provide all required testing analysts and monitors.

3. The contractor may obtain VAFB environmental documents and plans from 30

CES/CEV.

C. Environmental Planning: The Contractor shall comply with all testing, monitoring, record keeping, reporting, mitigation, and protection measure requirements resulting from the National Environmental Policy Act (NEPA), the Environmental Impact Analysis Process (EIAP), and the VAFB 332 process. To initiate NEPA and EIAP, submit an AF Form 813 to the EIAP office in 30 CES/CEV. Completion of the NEPA and EIAP processes can take between three weeks to one year to complete. Early coordination is highly advised.

D. Environmental Audits/Inspections: The Contractor shall promptly support the Government with all federal, state, local, and Air Force environmental inspections, audits, or assessments.

E. Notices of Violations (NOV): The Contractor shall be liable for any Notices of Violation (NOV), enforcement action, fine, penalty, and/or corrective action imposed by federal, state, or local environmental regulatory agencies for activities under the Contractor’s control. The Contractor shall provide verbal notification to 30 CES/CEV and the Contracting Officer within 24-hours of receiving a NOV followed by written notification within three (3) working days.

1.02 A. SUBMITTALS: The Contractor shall provide the following to 30 CES/CEV:

1. Environmental Protection Air Emissions data

2. Air Emissions data Not Applicable

3. Not Applicable

4. Monthly Hazardous Material (HAZMAT) usage totals

5. HAZMAT Business Plan or HAZMAT Disclaimer

6. Not Applicable

7. Not Applicable

8. The weight and quantity of the Solid Waste and Construction & Demolition debris disposed of off-base for recycling and reuse and not disposed in a local landfill (paragraph 1.12.C. 8).

9. Not Applicable

10. Not Applicable

11. Not Applicable

12. Not Applicable

13. Aboveground Storage Tank (AST) technical information (paragraph 1.17.B).

1.03 ENVIRONMENTAL PROTECTION PLAN (EPP) REQUIREMENTS

A. General: The Contractor shall, prior to the start of activities on VAFB, submit an EPP to 30 CES/CEV. The Contractor’s EPP shall describe, at a minimum, how they will meet environmental compliance requirements and address their methods, procedures, and practices pertaining to air quality, water quality, waste water, storm water, cultural resources, natural resources, storage tanks, hazardous waste management, hazardous materials management, spill/release management, recycled/recovered materials, solid waste and construction debris management, PCBs, lead-based paint and asbestos management, and a listing of all Contractor combustion source equipment with appropriate CARB registration and SBCAPCD permits. The Contractor shall maintain a copy of the EPP on-site. The Contractor shall brief their personnel of the contents and procedures in the EPP in order to maintain compliance.

Submittal: The Contractor shall provide their EPP for approval to 30 CES/CEV, 10 days prior to the start of any activities on VAFB. An EPP shell shall be provided to the contractor upon request.

1.04 AIR QUALITY REQUIREMENTS

A. General: The Contractor, and their subcontractors, shall comply with all applicable, but not limited to: Federal and state Clean Air Acts; Santa Barbara County Air Pollution Control District (SBCAPCD) rules and regulations; SBCAPCD Permit To Operate or Authority to Construct requirements; California Air Resources Board (CARB) standards, controls, and portable equipment registration requirements; any applicable US EPA Maximum Achievable Control Technology (MACT) standards; AFI 32-7040, Air Quality Compliance; AFI 32-7086, Hazardous Materials Management; 30 SWI 32-702, Environmental Management Air Emission Inventories; and 30 SW Fuel Use Monitoring Plan (FUMP). The contractor shall comply with all the applicable air quality requirements and implement accepted construction best management practices.

B. Authority to Construct (ATC) or Permit to Operate (PTO): Prior to beginning an activity on VAFB which requires an ATC or PTO, the Contractor will coordinate with 30 CES/CEV. ATCs and PTOs are required for the installation of new generators, internal combustion engine powered equipment or devices, and modification or installation of boilers, steam generators, furnaces, process heaters, water heater units, paint spray booths, abrasive blasting booths, gasoline dispensing facilities, etc. The ATC or PTO approval can take up to 210 days. Due to strict emissions requirements, all equipment or processes requiring a permit must comply with applicable SBCAPCD rules and be approved by 30 CES/CEV Air Quality staff prior to procurement.

C. Violations: The Contractor shall immediately report air permit violations to 30 CES/CEV and to the Contracting Officer within 24-hours.

D. Air Quality Provisions:

1. Demolition, Site Clearing, Grading, Excavation, Backfilling, and Trenching: Not applicable.

2. Paving: Not applicable.

3. Coating, Painting, Adhering, and Sealing: Not applicable.

4. Abrasive Blasting and Corrosion Control: Not applicable.

5. Use of Equipment Powered by Portable Internal Engines: Contractor shall provide proof of CARB registration in the California Air Resources Board (CARB) Portable Equipment Registration Program (PERP) for all portable equipment used for projects on VAFB. Threshold sizes are 20 bhp and greater for spark ignited units and 50 bhp or greater for diesel fired units. A 30 SW Form 156, Source Profiling Form, will be completed and submitted to 30 CES/CEV for all contractor owned and/or operated portable equipment operated on VAFB.

a. Fuel usage and hours of operation as required by the registration must be submitted to 30 CES/CEVC at the end of the contract or by 31 January for the previous year’s activities, whichever occurs first.

b. If the equipment is not registered in the CARB PERP, all ICEs greater or equal to the brake horsepower thresholds listed above must be properly permitted by the SBCAPCD for use at various locations within the county.

6. Gasoline/E-85 Storage Tanks: Contractor shall only use storage tanks less than 250 gallons and allow only one storage for each commodity (No multiple tanks of the same commodity). If the Contractor would like to use more than one tank for each commodity or a tank greater than 250 gallons, prior approval is required by 30 CES/CEV. The Contractor shall report the amount of materials used to 30 CES/CEV at the end of the contract or by 31 Jan for the previous year’s activities, which ever occurs first.

7. Class I Ozone Depleting Substance (ODS): When the Contractor is required to work on any equipment with Class I ODS refrigerants, then the Contractor shall comply with, at a minimum, all of the requirements identified in 40 CFR Part 82, Section 608, Ozone Protection Regulations: Stationary Refrigeration and Air Conditioning, Halon Handling of the Clean Air Act. The Contractor shall supply copies of the technician certifications to 30 CES/CEV. The Contractor shall report the amount of ODS used to 30 CES/CEV at the end of the contract or by 31 Jan for the previous year’s activities, whichever occurs first. As applicable to project requirements, the Contractor is required to use non-Ozone Depleting Substance (non-ODS) replacement products found on EPA’s Significant New Alternatives Policy (SNAP) at www.epa.gov/ozone/snap/lists/index.html.

8. Operation of Vandenberg Owned Permitted Equipment: All permitted equipment operated by the Contractor shall be operated in compliance with the requirements of the PTO. All records required by such permits will be maintained according to the permit and will be provided to 30 CES/CEV as requested.

E. Submittals: The Contractor shall provide the following to the Contracting Officer.

1. Air Emissions data.

2. 30 SW Form 155/156, prior to installation of steam generator, furnace, process or water heater.

3. Boiler Emission Standards and/or Source Test with applicable Compliance Certifications data that complies with applicable boiler, steam generator, furnace, process heater, and/or water heater. Submittal required prior to purchase and installation.

1.05 WATER QUALITY REQUIREMENTS

http://www.epa.gov/ozone/snap/lists/index.html

A. Ambient Water:

1. Impaired Water Bodies: Notify 30 CES/CEVC, Water Resources Program Manager prior to any planned discharge or threat of discharge into a water body on the federal 303(d) list of impaired water bodies. Impaired water bodies on base include: San Antonio Creek, the Santa Ynez River, Shuman Creek, and the Pacific Ocean at Jalama Creek.

2. Section 401, 402, and 404 Water Quality Certification and Permits: In support of federal permit programs, contractors will notify 30 CES/CEV prior to any project expected to affect jurisdictional waters (by discharge of pollutant, dredge, or fill material or by structural modification within the water body). Any affect may require a state water quality certification, local permit, or regional permit.

B. Drinking Water:

1. Backflow Prevention: Ensure that new or renovated drinking water supply connections and valves are equipped with backflow assemblies to protect potable water quality from contact with non-potable irrigation system backflows, stagnant water distribution lines, fire suppression system lines, and other backflow sourced cross-contamination. All new or renovated backflow assemblies must be tested and test results submitted to the cross-connection control program manager at the 30th Civil Engineering Utilities Shop.

2. Cross Connection: All abandoned potable water tanks, distribution lines, hydrants, and drinking water system components must be capped off, removed, permanently closed, or made inert. Maintained potable lines must be protected against cross-contamination by preventing contact with abandoned line segments or non-potable connections. If necessary, backflow assemblies must be installed to remediate the potential for cross-connections. Ensure all encountered storm sewer lines, sanitary sewer lines, industrial feeder lines, and drinking water distribution lines no longer needed are capped off, removed, permanently closed, or made inert in order to prevent inflow-infiltration issues, cross-connections, and/or health-related hazards.

3. Non-potable Water: All non-potable water supplies must be clearly identified as non-potable through use of visible markings or signage.

4. Potable Water Supply – Tanks: New or refurbished water tanks that have recently undergone interior coating maintenance must be VOC water-tested prior to placement into use as a water supply reservoir.

C. Domestic Wastewater:

1. Sanitary Sewer: VAFB sanitary sewer connections are authorized for discharges of approved domestic wastewater as defined by discharge standards set by the City of Lompoc. Discharge of any wastewater on VAFB, other than routine domestic wastewater, into the sanitary sewer system requires pre-authorization from 30 CES/CEV.

Ensure that sanitary sewer lines that are no longer needed are capped, permanently closed, and/or made inert to prevent storm water/groundwater inflow infiltration into the wastewater collection system. Report any sanitary sewer blockages and/or sewer system overflows to 30 CES/CEV.

2. Grease Interceptors, Traps, and Oil Water Separators: Not applicable.

3. Septic Systems: Not applicable.

D. Industrial Wastewater:

1. Discharge: Approval from the City of Lompoc, an industrial discharge permit, or waiver from the Regional Water Quality Control Board is required to discharge process or industrial wastewater. 30 CES/CEV coordination and approval is required.

2. Treatment: If contract allows generator to dispose of their industrial or process wastewater at the VAFB IWTP, 30 CES/CEV coordination and approval is required.

VAFB IWTP may not be able to accept all industrial or process wastewater.

E. Discharge to Grade (DTG): A DTG disposition form must be completed and preauthorized by 30 CES/CEVC prior to discharge of any low-level contaminated wastewater.

F. Aqueous Unknowns: Storm water, nonstorm water, groundwater, or wastewater that is collected in any kind of structure or container must be analyzed prior to removal and disposition. 30 CES/CEV coordination and approval is required.

G. Vehicle and Equipment Wash Water: Waste wash water derived from vehicle and equipment washing must be contained to ensure that it does not enter storm water inlets or drainage systems. Biodegradable or detergent free wash water under wastewater containment is authorized to percolate in place. Any oily sheen must be cleaned and drummed for proper disposal.

H. Building and Structural Preparation Washing: Not applicable.

I. Groundwater: Groundwater encountered should be left intact/in place if possible.

Pumping, dewatering, well purging, etcetera, of groundwater in order to accomplish work activity requires pre-coordination with 30 CES/CEV and the Installation Restoration Program Office.

J. Pollutant Spill Supplies and Wastewater Containment Units: In the event of a hazmat spill or a storm water pollution related incident, contact 30 CES/CEV for assistance with spill control and containment supplies.