Grounds_Maintenance_PWS_Rev_3.pdf

GROUNDS MAINTENANCE PWS

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 4

1.1. Maintain Improved Grounds 4

1.2. Maintain Semi-Improved Grounds 6

1.3. Maintain Unimproved Grounds 7

1.4. Maintain Perimeter Fences (Unimproved Grounds) 7

1.5. Weed Control 8

1.6. Prune Shrubs 9

1.7. Maintain Vegetative Beds, Flower Beds, Inert Beds and

Related Areas 9

1.8. Maintain Surface Drainage Ditches 9

1.9. Lawn Renovation (RESERVED) 9

1.10. Perform Snow and Ice Removal (RESERVED) 9

1.11. Trees 10

1.12. Special Events 11

1.13. Xeriscaping and Urban Forest Services 11

1.14. Planting Trees, Shrubs and Vegetative Beds (RESERVED) 11

1.15. Remove Debris and Police Grounds 11

1.16. Fertilization and Aeration 12

1.17. Required Reports 12

2. SERVICES SUMMARY 13

2.1. Quality Control 14

2.2. Quality Assurance 15

2.3. Performance Assessment 15

2.4. Periodic Progress Meeting 16

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 16

3.1. Facilities 16

3.2. Utilities 17

3.3. Equipment and Materials 17

3.4. Security, Fire and Medical Services 17

3.5. Telephone 17

3.6. Solid Waste Collection and Disposal 17

4. GENERAL INFORMATION 18

4.1. Mission 18

4.2. Background (RESERVED) 18

4.3. Hours of Operation 18

4.4. Recognized Holidays 18

4.5. Performance of Services During Crisis or Heightened Security 18

4.6. Contractor Work Schedule 19

4.7. Contract Personnel 19

4.8. Contractor Manpower Reporting 19

4.9. Security Requirements 20

4.10. Safety Requirements and Reports 22

4.11. Environmental Requirements 22

4.12. Contracting Officer and Contracting Officer Representative 24

4.13. Interfaces 24

4.14. Partnering Agreement (RESERVED) 24

4.15. Air Force Common Output Level Standards (AF COLS) 24

4.16. Damages to Government Buildings, Equipment or Vegetation 24

4.17. Permits, Licenses and Certifications 25

4.18. Work Clearance Requests 25

4.19. Publications (RESERVED) 25

4.20. Changes in Scope 25

5. APPENDICES 25

APPENDIX A – Grounds Description/Workload Estimates 26 APPENDIX B – AF COLS Description, Zone Acreage and Area Maps 27 APPENDIX C – Required Reports/Forms 33 APPENDIX D – Definitions 35 APPENDIX E – Xeriscaping and Urban Forest Master Plan 37 APPENDIX F – Irrigation System Description and System Maintenance 40 APPENDIX G – Government Provided Equipment and Materials Inventory 41

PERFORMANCE WORK STATEMENT (PWS)

GROUNDS MAINTENANCE SERVICES

1. DESCRIPTION OF SERVICES. The Contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision and other items and services necessary to ensure that grounds maintenance is performed at Altus Air Force Base (AFB) 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 B. The Contractor’s performance will be based on the Contracting Officer Representative’s (COR), Contract Administrator’s (CA) and Contracting Officer’s (CO) evaluation of the results required by the Service Summary (SS) and not the method of performance. 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. The Contractor is required to maintain vegetation height standards at all times, regardless of the season (growing or non-growing). Growing season is typically from March through October. Non-growing season is typically from November through February. It is at the Contractor’s discretion to determine the frequencies to attain the levels of service at the best value.

NOTE: Wherever the term “vegetation” is used in this document, it shall be interpreted to mean all grasses, weeds and other vegetation. The term includes all parts of the plant.

1.1. MAINTAIN IMPROVED GROUNDS. Improved grounds are identified in Appendix A and B. Improved grounds areas and services change when AF COLS levels change. The Contractor shall only maintain improved grounds as designated on the maps for the current AF COLS level. Improved areas are identified on the contract maps. For specific locations and assigned zones, see Appendix B.

1.1.1. Mow. The Contractor shall mow all improved grounds to maintain a neat and professional appearance. The Contractor shall ensure the turf is uniform in appearance, free of skips, gaps, rutting or scalping. Non-irrigated areas will be maintained at 2 to 5 inches. The Contractor shall pick up debris, natural and manmade, immediately prior to mowing any area.

The Contractor shall remove or mulch grass clippings, leaves and debris when visible after mowing, before leaving the work area. Removed debris shall be disposed of in accordance with the base’s solid waste management plan.

1.1.1.1. Irrigated Areas. Irrigated areas will be maintained at 2 to 4 inches. The COR shall inform the CO if water restrictions are in place.

1.1.1.2. Drought Conditions. If drought conditions and water restrictions are in place, the irrigation systems will not be used. The CO shall inform the Contractor of drought conditions.

During drought conditions, irrigated areas will be maintained at 2 to 5 inches.

1.1.2. Edge. The Contractor shall limit edging to along sidewalks, asphalt walkways and at expansion joints in sidewalks, curbs and other hard areas to prevent damage to infrastructure and as required for general and physical fitness safety, to preserve the formality of high-visitor, distinguished visitor (DV) areas, memorial/flag parks, parade grounds and fitness areas.

Vegetation shall be cut back to match the surrounding area grasses. The contractor shall remove or mulch grass clippings when visible after trimming, before leaving the work area.

1.1.3. Trim. The Contractor shall limit trimming to around buildings and equipment systems (like HVAC) and to prevent vegetation infiltration into grates as required for general and physical fitness safety, to preserve the formality of high-visitor, distinguished visitor (DV) areas, memorial/flag parks, parade grounds and fitness areas. Areas shall be trimmed concurrent with mowing. The contractor shall remove or mulch grass clippings when visible after trimming, before leaving the work area.

1.1.3.1. The Contractor is responsible for maintaining the vegetation inside all fenced HVAC systems areas.

1.1.3.2. The track area in Zones I3 and I6 shall be mowed six (6) feet on each side of the running path.

1.1.4. Leaf Removal. The Contractor shall remove leaves on improved grounds to prevent drainage issues or lawn disease. Service shall be performed via work order issued by the COR.

1.1.5. Irrigation. The Contractor shall maintain, adjust and repair existing lawn irrigation systems only in areas supporting parade grounds, physical fitness areas, DV, high-visibility, memorial areas and flag parks as shown in Appendix B. During periods of drought watering restrictions, this service will not be used.

1.1.5.1. Operation of Irrigation Systems. The Contractor shall irrigate improved grounds to maintain the health of the turf and ensure no ponding of water or excessive runoff occurs. The Contractor is prohibited from connecting to any hydrant within the boundaries of the installation. The Contractor shall practice water conservation measures whenever possible and shall position all watering systems to avoid overspray onto pavements, sidewalks, roadways, etc.

Watering shall be performed during nighttime hours. If daytime watering is necessary, the Contractor shall notify the CO or COR 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, clocks/timers, controllers, pumps, etc. The Contractor shall be responsible for day-to-day operation of the base-wide automated irrigation system in accordance with ETL 09-13, Irrigation of Installation Turfgrass and Landscaping.

1.1.5.2. Maintenance of Irrigation Systems. The Contractor is responsible for replacement of certain parts of the irrigation system. The Contractor’s responsibility shall begin at the irrigation 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 the COR. The Contractor shall submit a quote for parts prior to performing any repairs. Repairs shall be issued by a work order for parts reimbursement. The irrigation system to be maintained and related workload data is identified in

Appendix A, B and F. The Contractor shall provide a report by the 10th of each month, detailing maintenance and repairs of irrigation systems.

1.1.5.3. Water rationing restrictions mandated by the local Government shall supersede water requirements specified in this PWS. During drought conditions, this service shall not be used.

1.1.5.4. Irrigations systems shall be turned over to the Contractor in fully operational condition after drought conditions in which the system was not used. If the Government requests the Contractor to perform the repairs to make the system operational, the Contractor shall submit a quote for all repairs. No repairs are to be started without issuance of a work order by the COR.

1.1.5.5. Newly sodded areas are exempt from daytime watering restrictions for 60 days after installation.

1.1.6. Ball Fields. RESERVED

1.1.7. Cemeteries. RESERVED

1.1.8. Artificial Turf. RESERVED

1.2. MAINTAIN SEMI-IMPROVED GROUNDS. Semi-improved grounds and airfield grounds are identified in Appendix A and B and are designated on the contract maps.

1.2.1. Mow. The Contractor shall maintain non-airfield semi-improved grounds between 7 and 14 inches to match Bird Aircraft Strike Hazard (BASH) requirements. Vegetation in Airfield zones designated as BASH areas will be maintained between 7 and 14 inches, in accordance with AFI 91-202, The US Air Force Mishap Prevention Program. Where possible, the Contractor will maintain a uniform appearance and grass height between adjacent areas. The Contractor shall pick up natural and manmade debris immediately prior to mowing semi-improved grounds.

The Contractor shall mulch or remove debris or trimmings after mowing if they constitute a safety or operational hazard prior to leaving the work area. Removed debris will be disposed of in accordance with (IAW) with the base’s solid waste management plan. Use of plant growth regulators may be permitted in semi-improved grounds with approval of the Command Entomologist.

1.2.2. Trim. The Contractor shall limit trimming in non-airfield semi-improved grounds to the minimum necessary to prevent vegetation infiltration into grates, equipment and other easily damaged infrastructure or as required for safety and BASH compliance. Areas to be edged to prevent damage to infrastructure include around buildings and equipment systems (like HVAC), along sidewalks, along asphalt walkways and at expansion joints in sidewalks, curbs and other hard areas.

1.2.2.1. The Contractor is responsible for maintaining the vegetation inside all fenced HVAC systems areas.

1.2.3. Airfield Coordination. The Contractor shall coordinate all activities on the airfield by contacting Airfield Management. Work shall be accomplished only after Airfield Management has approved requested dates/times.

1.2.3.1. Flight-line Drivers. Training must be completed prior to operating vehicles or mowers on the flight line. All employees working on airfield grounds shall be required to have an AF Form 483, Certificate of Competency (flight line driver’s license) with them at all times while on the airfield. The Contractor shall submit a copy of each flight line driver’s license to the COR within 30 days of receipt of initial license. Vehicles must have a valid POV pass issued by Airfield Management prior to operating on the flight line. No equipment will be left unattended while working in these areas. The Contractor shall be responsible for ensuring all foreign objects and debris produced by grounds maintenance is cleared off of all taxiways, runways and aircraft parking aprons before leaving the work area.

1.2.3.2. Airfield Tower Communications. The Contractor shall be radio-equipped to maintain constant two-way radio contact with the control tower and Airfield Management when operating near runways, overruns and taxiways. The Contractor shall maintain contact with the control tower when operating on or within 150 feet of the runway. Airfield Management will check-out four (4) radios and a charger to the Contractor’s Manager at the beginning of the contract. The Contract Manager shall be responsible for the inventory and issue of the radios to the Contractor personnel. A listing of each radio and charger, including manufacturer, model and serial number, shall be submitted to the COR within 30 days of issuance and updated any time changes are made. Radios that are not working correctly shall be turned in to Airfield Management prior to a replacement being issued. The Contractor shall respond immediately to the directions of the Air Traffic Control tower personnel. Radios shall be used only during grounds maintenance of the airfield. Radios shall be turned-in to Airfield Management at the end of the contract.

1.2.3.3. Airfield Fixed Objects and Pavement Edge Trimming. Trimming will be accomplished concurrent with mowing and match surrounding area grass height. Trimming around airfield signs and lights shall not exceed ten (10) inches in height for a distance of two (2) feet from the object. Vegetation shall not extend over the edge of concrete, pads, taxiways, runways and paved or asphalt areas. Trimmings must be mulched or removed, when visible, prior to leaving the work area.

1.3. MAINTAIN UN-IMPROVED GROUNDS. Un-improved grounds are identified in Appendix A and B and are designated on the contract maps. The Contractor shall maintain grass and vegetation in un-improved grounds to prevent woody encroachment. The COR shall issue a work order to the Contractor to mow un-improved grounds once per year to a height not to exceed 14 inches. The Contractor shall pick up debris, natural and manmade, that may interfere with mowing operations prior to mowing any un-improved grounds.

1.4. MAINTAIN PERIMETER FENCES. The Contractor shall maintain the interior of perimeter fences of unimproved grounds between 7 and 14 inches and shall trim any vegetation protruding through the fence. The Contractor shall maintain vegetation on the inside of the fence to provide a minimum clearance of 6 feet from the fence line. If approved chemicals are used to treat and prevent vegetation growth, the Contractor shall not exceed 4 inches from the fence line.

No vines or other vegetation shall be left in the fence. The Contractor shall perform a final cut at the end of each growing season to the most restrictive standard for perimeter fences. Perimeter fences to be maintained are identified in Appendix A and B and are designated on contract maps.

1.5. WEED CONTROL. The Contractor shall limit weed control to noxious or invasive species control for improved, semi-improved (non-airfield) and perimeter fence areas. Service shall be performed via work order issued by the COR.

1.5.1. Burrowing Rodent Control. RESERVED.

1.5.2. Chemical Application. The AETC Pest Management Consultant must approve all herbicides prior to use. The Contractor shall furnish the COR with labels and Material Safety Data Sheets (MSDS) or Safety Data Sheets (SDS), in accordance with the current OSHA Hazard Communications Standard, for all contract herbicide materials 25 days prior to the start of the contract. The lists shall be forwarded to the AETC PMC, Base Entomology and Natural Resources Management Element for approval 15 days prior to contract start. Herbicides must be on the installation-approved inventory list and be applied by certified personnel. The quantity of allowable herbicide may be reduced and/or disallowed at any time. Additionally, allowable quantities are not guaranteed. The Contractor shall use methods that are most effective and do not contribute to non-point source pollution. Chosen herbicides shall have the lowest toxicity, the least negative environmental impact, rapidly degrade in the environment and minimize exposure to non-target organisms.

1.5.2.1. Application of products containing 2-4-D, dicmba, picloram, triclopyr or clopyralid are prohibited between 1 May and 15 October. All spraying activities must be discontinues if winds are in excess of 10 mph or if the label of the herbicide in use recommends otherwise.

1.5.3. Record Maintenance and Reports. The Contractor shall submit an herbicide application report to the Entomology Element within five (5) working days following each month for the prior month’s applications. The Contractor shall record daily use of all herbicide products that are consumed/applied. The report shall include the following information: date, detailed location of use, herbicide name, amount applied, units of measure in SF and applicator’s initials. A DD Form 1532, Pest Management Report, will be provided to facilitate record keeping. The Contractor shall maintain historical documentation on all herbicide applications. If requested by the Government, the Contractor shall provide a copy of the DD Form 1532 within 2 working days of receipt of the request. All records will remain the property of the Government. Months without usage or purchase of herbicide still require a report to be submitted and annotated correctly.

1.5.4. Herbicide Mixing and Storage. All approved herbicides may be mixed at the Entomology workshop, building 387. The Contractor may store herbicides at the Grounds Maintenance building in approved containers and cabinets. All empty herbicide containers and residue shall be disposed of properly at an approved off base disposal area. In the event the Contractor spills or releases any hazardous substance, the Contractor shall immediately notify the COR and Natural Resource Management Element and take appropriate action.

1.5.5 Regulations. The Contractor shall comply with current federal, state, local, DoD and Air Force regulations, plans and policies in accordance with DoDi 4170.07, DoD Pest Management Program, and AFI 32-1053, Integrated Pest Management Program.

1.5.6. Certification and License. All Contractor personnel who apply herbicides on Altus AFB must possess a valid State of Oklahoma commercial applicator level certification for the herbicide spraying being performed. No un-licensed sprayers shall be allowed. The Contractor shall obtain any county, local, state or federal permits required for any work to be done or materials to be used, under this contract. The Contractor shall prepare, maintain and/or submit to the appropriate state, local, Air Force or federal agency, any reports/records required by such agency. State information may be referenced at http://www.aec.army.mil/Services/Conserve/PestManagement/StateInfo.aspx. The Contractor shall provide legible copies of all certifications to the COR and Base Entomology no later than 25 days prior to start of work and immediately after receipt of license renewals.

1.5.7. Dead Animals. RESERVED.

1.6. PRUNE SHRUBS. The Contractor shall prune/trim shrubs to prevention of infrastructure damage, pest infestation, safety, security and operational concerns. This service will be issued as a work order by the COR. Shrubs shall be pruned/trimmed 3 inches away from buildings, fences, curbing, sidewalks and other fixed obstacles. Shrubs located on street corners, curb easements, etc. shall be pruned/trimmed to keep from obstructing view of oncoming traffic.

Areas beneath shrubs and hedges shall be left free of grass, weeds and debris. Shrubs are identified in Appendix A.

1.7. MAINTAIN VEGETATIVE BEDS, FLOWER BEDS, INERT BEDS AND

RELATED AREAS. The Contractor shall maintain vegetative beds, flowering beds, inert beds and related areas only in DV, high-visitor and memorial areas as identified in Appendix A and B to present a neat and professional appearance. This service will be issued as a work order by the COR. Maintenance activities may include but are not limited to fertilizing, watering, weeding, mulching, pruning, repairing or removal of damaged or dead plants and shrubs and insect/disease prevention to promote survivability.

1.8. MAINTAIN SURFACE DRAINAGE DITCHES. The Contractor shall maintain surface drainage ditches to limit/regulate shrubs, trees, silt and trash to prevent erosion and ensure continuous flow of water. Drainage ditches to be maintained are identified in Appendix A and B. Clear all mouths of ditches, inlets and outlets of sediment, vegetation and debris to allow unrestricted water flow. Vegetation height shall be trimmed not to exceed 14 inches on ditch banks to allow access to the ditches to maintain water flow. The Contractor is not responsible for maintenance of the irrigation canal.

1.9. LAWN RENOVATION. RESERVED.

1.10. PERFORM SNOW AND ICE REMOVAL. RESERVED.

http://www.aec.army.mil/Services/Conserve/PestManagement/StateInfo.aspx

1.11. TREES. The Contractor shall prune, trim or remove all trees through issuance of a work order by the COR. All tree work shall be accomplished in accordance with the American National Standards Institute ANSI A300 Part 1 industry standards. Pruning shall be required to lift, remove and/or cutback branches that conflict with normal traffic or safety. In addition, the Contractor shall prune or trim trees that pose public safety hazards. Minimum safety clearances are: 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, 4 feet over buildings and 1 foot from buildings. Trees that pose threats to structures or buildings shall be removed.

Topping and de-horning are not permitted. The Contractor shall be responsible for removing all debris generated from work order generated tree operations. This service must be completed within 5 workdays from notification for pruning or trimming, unless otherwise approved by the COR or CO. This service may or may not be used in any particular performance year.

1.11.1. Tree, Shrub and Stump Removal. Tree, shrub and stump removal shall only be accomplished through issuance of a work order by the COR. The Contractor shall perform stump and perimeter roots removal by completely removing, cutting and grinding all growth to a minimum of 8 inches below grade. Stumps shall be ground within 2 workdays of the tree removal date unless the otherwise approved by the COR or CO. Stump-grinding debris shall be removed the same day grinding is performed. The Contractor shall backfill with topsoil and compact to match existing grades. This service may or may not be used in any particular performance year.

1.11.2. Tree and Shrub Categories. Trees identified for removal shall be considered within the following categories: Large, Medium, Small and Sapling, as based on their diameter. The diameter of the tree shall be determined by measuring the tree 4.5 feet above the ground. If a tree has multiple leaders at Diameter Breast Height (DBH) of 4.5 feet, the following rule applies:

all trunk diameters shall be measured. The largest trunk diameter shall be recorded. Each remaining trunk diameter shall be halved. All values will then be added together to obtain the final tree diameter.

Large Trees: Diameter 36 inches and above - remove within 10 workdays from the work order date. For work order quantities over two (2) trees, the COR may direct an appropriate completion date.

Medium Trees: Diameter 24 to less than 36 inches - remove within 10 workdays from the work order date. For work order quantities over two (2) trees, the COR may direct an appropriate completion date.

Small Trees: Diameter 3 to less than 24 inches - remove within 5 work days from the work order date. For work order quantities over five (5) trees, the COR may direct an appropriate completion date.

Saplings: Diameter 3 inches and smaller - remove within 2 workdays from the work order date.

Large Shrubs: Over 72 inches tall. For shrubs that do not fall under Para 1.7.5, remove within 10 workdays from the date directed to perform the work.

Medium Shrubs: Between36 and 72 inches tall. For shrubs that do not fall under Para 1.7.5, remove within 10 workdays from the date directed to perform the work.

Small Shrubs: Less than 36 inches tall. For shrubs that do not fall under Para 1.7.5, remove within 10 workdays from the date directed to perform the work.

1.11.3. Nesting Birds. RESERVED.

1.11.4. Power Outages. RESERVED.

1.11.5. Tree Standards. The Contractor shall perform all tree work in accordance with contract specifications and the following tree care standards, latest edition, unless otherwise directed by the COR or CO.

ANSI A300 - Standard Practices for Tree Care Operations including referenced Combined Federal Regulations (Utility Pruning and Emergency Service Restoration) ANSI A300 (Part 1) - Tree Pruning ANSI A300 (Part 3) - Tree Support Systems (Cabling, Bracing, and Guying) ANSI Z60.1 - American Standards for Nursery Stock ANSI Z133.1 - Safety Requirements for Tree Care Operations

1.11.6. Emergency Tree Work. RESERVED.

1.11.7. Herbicide of Eucalyptus Stumps (Tree Treatment). RESERVED.

1.12. SPECIAL EVENT SERVICES. The Contractor shall, upon notification by the COR through the issuance of a work order, perform special event grounds maintenance service. The COR will notify the Contractor as soon as a special event requirement is known. Special event services are used for Air Shows only and may exceed existing improved or semi-improved standards. This service may or may not be used in any particular performance year.

1.13. XERISCAPING AND URBAN FOREST SERVICES.

1.13.1. Installation. The Contractor shall perform Xeriscaping and/or Urban Forest install upon notification by the COR through the issuance of a work order. Xeriscaping and Urban Forest plant listing is shown in Appendix E. Plant substitutions must be approved by the COR prior to installation. This service may or may not be used in any particular performance year.

1.13.2. Maintenance. RESERVED.

1.14. PLANTING TREES, SHRUBS, AND VEGETATIVE BEDS. RESERVED.

1.15. REMOVE DEBRIS/POLICE GROUNDS. The Contractor shall perform general litter patrol/debris removal, beyond that which is required to mow, as directed through the issuance of a work order by the COR. This service will be reduced to meeting safety, security and operational requirements that may interfere with mowing in improved and semi-improved grounds.

1.16. FERTILIZATION AND AERATION. The Contractor shall aerate and apply fertilizer using procedures appropriate for the soil conditions found, type grounds and season. The Contractor shall collect soil samples and get analysis from a state certified soil testing laboratory to determine proper fertilization requirements. Fertilization will be performed via work order issued by the COR for DV, high visitor, memorial areas, parade grounds and fitness areas only.

1.17. REQUIRED REPORTS. All reports listed below shall be turned in to the COR and any other designated office within the required time listed. Forms may be done using any Microsoft Office 2007 product (or compatible). If a specific form or format is required, the COR will provide the form to the Contractor.

1.17.1. Work Schedule. The Contractor shall submit a weekly schedule of work to be accomplished during the upcoming week. This report is only required during growing months (March through October). The schedule shall be submitted to the COR by close of business each Friday.

1.17.2. Irrigation Maintenance Report. The Contractor shall submit a monthly report detailing all of the maintenance and repairs done to the irrigation systems. This report is required April through October. The report shall be submitted to the COR by the 10th of each month. If no repairs or maintenance was performed, the report must still be submitted and annotated accordingly.

1.17.3. Employee Listing. The Contractor shall provide a listing of all contract employees names to the CO and COR within 30 working days of the start of the contract. The listing shall also include the telephone contact information (before and after duty hours) for the Contract Program Manager and alternate manager. The list shall be submitted any time there is a change to the employee information.

1.17.4. Monthly Herbicide Usage Report. The Contractor shall submit the daily herbicide usage report to the COR and Entomology within five (5) working days following each month for the prior month’s applications. The report shall include the following information: date, detailed location of use, herbicide name, amount applied, units of measure in SF and applicator’s initials. A DD Form 1532, Pest Management Report, will be provided to facilitate record keeping.

1.17.5. Monthly Hazardous Materials Usage and Purchase Report. The Contractor shall submit a monthly hazardous material use and purchase report to the COR and Environmental Element within five (5) duty days of the end of the month. The report shall include the name of the chemical, amount used or purchased, use concentration, amount applied, date and detailed location of use. Months without usage or purchase of hazardous materials still require a report be submitted and annotated accordingly.

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 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.

During the first 30 days of the contract, two additional errors on each work shall be allowed in an effort to identify normal phase-in problems.

Table 1 Performance Objective

PWS Para Performance Threshold

Remedy Method of Assessment

Maintain Improved Grounds to AF COLS Standard

a. Mow

b. Edge

c. Trim

d. Leaf Removal

e. Irrigation

1.1.

Inclusive

No more than 5 valid defects per month.

Leaf Removal - No more than 2 valid defects per work order

Re-performance within 8 duty hours of notification

Periodic Surveillance, Random Surveillance and Customer Complaints

Maintain Semi- Improved Grounds to AF COLS Standard

a. Mow

b. Trim

1.2.

inclusive

No more than 5 valid defects per month

Re-performance within 16 duty hours of notification

Periodic Surveillance, Random Surveillance and Customer Complaints

Maintain Airfield Semi-Improved Grounds to BASH Standard

a. Mow

b. Trim - Airfield Fixed Objects and Pavement Edge

1.2.

Inclusive

No more than 2 valid defects per month

Re-performance within 8 duty hours of notification

Periodic Surveillance and Customer Complaints

Maintain Un- Improved Grounds

1.3.

Inclusive

No more than 2 valid defects per work order

Re-performance within 8 duty hours of notification

Periodic Surveillance

Maintain Perimeter Fences

1.4. No more than 2

valid defects per month

Re-performance within 8 duty hours of notification

Periodic Surveillance

Performance Objective

PWS Para Performance Threshold

Remedy Method of Assessment

Weed Control 1.5.

Inclusive

No more than 3 valid defects per work order

Re-performance within 16 duty hours of notification

Periodic Surveillance

Pruning

a. Prune Shrubs

1.6 . No more than 3 valid defects per work order

Re-performance within 16 duty hours of notification

Periodic Surveillance

Maintain Vegetative, Inert Beds and Related Areas

1.7. No more than 3

valid defects per work order

Re-performance within 16 duty hours of notification

Periodic Surveillance

Maintain Surface Drainage Ditches

1.8. No more than 3

valid defects per month

Re-performance within 8 duty hours of notification

Periodic Surveillance

Tree Services

a. Pruning

b. Trimming

c. Tree, Shrub and Stump Removal

1.11.

Inclusive

No more than 3 valid defects per work order

Re-performance within 8 duty hours of notification

Periodic Surveillance

Special Event Cuts

1.12 No more than 2

valid defect per work order

Re-performance within 8 duty hours of notification

Inspection

Maintain Xeriscaping and Urban Forests

1.13 No more than 3

valid defects per work order

Re-performance within 8 hours of notification

Periodic Surveillance

Remove Debris/Police Grounds

1.15 No more than 3

valid defects per work order

Re-performance within 4 hours of notification

Periodic Surveillance

Fertilization 1.16 No more than 2 valid defect per work order

Re-performance within 2 days of notification

Periodic Validation

Data Requirements

1.17.

inclusive and Appendix C

No more than 1 valid defect per month

Contractor shall submit corrected report and written response to corrective action report due within 2 duty days

Monthly Review of Contractor Submitted Reports

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), Tree Care

Industry Association, 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 FAR 52.246-4, Inspection of Services – Fixed Price, 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 CO and COR for review and feedback. The plan shall be submitted no later than the post-award 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 Contractor shall provide work schedules to the COR IAW paragraph 1.17.1. of this contract. The COR shall 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. The COR will use the Contractor’s work schedule or modified version thereof, to record validation results. Results of the validation 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 notify the Contractor to re-perform the service IAW the SS table in paragraph 2. If correction is not accomplished within the remedy timeline, the COR shall inform the CO about the discrepancy. At the discretion of the CO, the CO will contact the Contractor for remedy or direct the COR to provide the CO a Contract Discrepancy Report (CDR) DD Form 2772 for issuance to the Contractor. The Contractor shall respond to the written CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.3. PERFORMANCE ASSESSMENT.

2.3.1. Periodic Surveillance. This method requires the COR to employ a “planned sampling” style of evaluation based on the Contractor’s schedule and requirements of the PWS. Periodic surveillance will be conducted on a scheduled basis and may be adjusted, based on quality trends.

2.3.2. Random Surveillance. The COR, or other Government personnel, may randomly inspect ground zones each month.

2.3.3. Unsatisfactory Performance. 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 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 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.

2.4.1. Meetings. The CO will schedule periodic meetings as required. The CO, CA, Functional Commander, COR, other Government personnel and the Contractor shall periodically meet to discuss the Contractor’s performance. Issues to be discussed include: opportunities to improve the contract, modifications required to 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 will be discussed. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

2.4.2. Meeting Minutes. The meeting minutes will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area, the COR and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. FACILITIES. The Government will provide the facilities identified below for Contractor use in support of the requirements of this contract. The facilities are provided “as is.”

No alterations to the office space shall be made without the specific written permission from the functional commander and the CO as coordinated and approved via the Civil Engineer work order, AF Form 332. Such changes will be at no cost to the Government unless otherwise approved by the CO. The Contractor shall ensure facilities are maintained in a neat, clean and professional manner. The CO reserves the right to reallocate and relocate assigned facilities during the term of the Contract. Upon completion or termination of this Contract, or upon such reallocations or relocations, return facilities to the Government in the same condition as received, with the exception of fair wear and tear and approved modifications.

3.1.1. Interior Facilities. Approximately 4,000 square feet of floor space are provided at building 501 for Contractor use.

3.1.2. Exterior Facilities. Approximately 18,552 square feet of exterior space is provided in an outdoor storage yard behind building 501. This area includes approximately 1,200 square feet of covered storage.

3.1.3. Property Keys. The Contractor shall be issued keys for building 501 and HVAC areas requiring ground maintenance under this PWS. The Contractor shall be responsible for security and control of all issued keys. The Contractor shall established and implement a key inventory and control procedures in the QCP to ensure keys issued are properly safeguarded and not used by unauthorized personnel. A copy of the key inventory shall be given to the COR within 30 days after contract award and as changes are made. Contractor employees shall not use keys to open work areas for personnel other than Contractor employees engaged in the performance of duties. The Contractor shall NOT duplicate keys issued by the Government. Lost keys shall be reported immediately to the COR. The Government replaces lost keys or performs re-keying.

The total cost of lost keys, re-keying or lock replacement shall be deducted from the monthly payment due to the Contractor. The Contractor shall be responsible for flammable and hazardous material cabinet locks. An annual inventory of keys shall be done jointly with the contract manager and the COR.

3.2. UTILITIES. The Government will furnish electricity, water and sewage as necessary for accomplishment of work in accordance with this contract. The Contractor shall not change or modify any utility system or component or connect any Contractor property, equipment or system without prior Civil Engineer Squadron and CO review and approval. The Contractor shall practice energy conservation in the Government provided facilities.

3.3. EQUIPMENT AND MATERIALS. The Government will provide the equipment inventory and materials listed in Appendix G.

3.4. SECURITY, FIRE, AND MEDICAL SERVICES. The Government will provide police and fire protection on Altus AFB. In the event of a medical emergency, call “911” for transportation of an injured employee to the local hospital. The Government will provide emergency medical treatment on site for life-threatening emergencies only until a civilian ambulance arrives.

3.5. TELEPHONE. The Government will one (1) telephone line in the Government provided facility for the Contractor use in making local commercial calls and on base calls in support of contract requirements. Long distance calls and toll calls are not authorized on Government phones.

3.5.1. Internet and Fax. The Contractor is responsible long distance service, fax and internet service, if desired. These services shall be at the Contractor’s expense.

3.6. SOLID WASTE COLLECTION AND DISPOSAL.

3.6.1. Contractor Work Site Waste. The Government will provide refuse and recycle collection service for the Contractor’s on-base work site. The base will provide refuse and recycle collection containers in accordance with the base’s Integrated Solid Waste Management (ISWM) Contract. Pickup frequency will also be in accordance with the ISWM Contract.

Refuse/Recycle Collection identified here applies only to waste generated by operation at the Contractor’s work site. It does not apply to any waste generated by performance of the requirements of this contract PWS.

3.6.2 Service Generated Waste. The Contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The Contractor shall adhere to all base recycling programs and may utilize the recycling center for accepted recyclables. The Contractor shall dispose of all yard, shrub and tree waste at an off-base approved sanitation facility.

4. GENERAL INFORMATION.

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

4.2. BACKGROUND. RESERVED.

4.3. HOURS OF OPERATION. Perform grounds maintenance services during normal duty hours between 7:00 a.m. to 4.00 p.m., Monday through Fridays, excluding federal holidays, unless otherwise approved by the CO or COR. Hours may shift dependent upon daylight requirements and safe working temperatures. When the Contractor’s work schedule conflicts with an Air Force mission requirement, advise the COR and reschedule the work to minimize disruption.

4.4. RECOGNIZED HOLIDAYS.

4.4.1. Federal Holidays. The Contractor is not required to provide service on federal holidays, except in emergency situations, as determined by the CO. The holidays are:

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’s Day - 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

NOTE: If a holiday falls on a Saturday, the preceding Friday will be observed. If a holiday falls 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 after the holiday observance.

4.4.2. Base Closures. Work scheduled but not accomplished because of base closure due to exercises or real-world events will be accomplished as soon as possible after reopening the base.

4.5. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED

SECURITY. Services at Altus AFB are considered mission essential and limited service will continue in the event of a crisis or heightened security caused by a national emergency, natural disaster or other cause, as necessary, in support of the Air Force mission. Contractor employees with approved background checks will be allowed access to the base for performance of work, except during “Charlie” conditions. If the “Charlie” condition exists for an extended duration, some services may be required. The CO may direct that services continue on a case-by-case basis.

4.6. CONTRACTOR WORK SCHEDULE.

4.6.1. Schedule Submission. The Contractor shall submit weekly work schedules throughout the growing season. The schedule shall be submitted to the COR not later than the Friday prior to the start of the scheduled week. The Contractor shall submit one non-growing season schedule to the COR not later than 20 October annually.

4.6.2. Schedule Changes. RESERVED.

4.7. CONTRACT PERSONNEL.

4.7.1. Contract Manager. The Contractor shall establish and maintain an office through which the contract manager or alternate(s) can be contacted during work hours. The contract manager or alternate shall be available during normal duty hours to meet on the installation within 1 hour with the Government personnel designated by the CO to discuss problem areas. The Contractor shall provide the COR telephone number(s) where validation results and complaints can be reported. The Contractor shall also provide to the CO and COR the names and phone numbers of Contractor POCs for after business hours including nights, weekends and holidays. 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.

4.7.2. Personnel. 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.

4.7.3 Employee Restrictions. The Government is authorized to restrict the 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.

4.8. CONTRACTOR MANPOWER REPORTING. The Contractor shall report all Contractor labor hours (including sub-Contractor labor hours) required for performance of services provided under this contract for “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. 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 electronic Contractor Manpower Reporting Application (eCMRA) help desk.

http://www.ecmra.mil/

4.9. SECURITY REQUIREMENTS.

Contractor employees shall comply with Altus AFB security requirements. These regulations are available for review in the contracting office. The Contractor shall comply with all Altus AFB policies regarding entry to the installation, rules of the road, contingency operations compliance and photography prohibitions. Due to safety/security requirements, Contractor personnel shall be required to fluently speak, understand, read, and write English.

4.9.1. Base Access. Contractor employees shall provide information to assist in the completion of background checks for employees requiring access to Altus AFB. This information shall consist of, but is not limited to: full name (first, middle, last), social security number, date of birth, address, driver’s license number and state of issue, number of years residency in the state of Oklahoma and Jackson County. This information will be protected under the procedures listed in the Privacy Act of 1974. A background check must be completed prior to unescorted access while on Altus AFB. If the background check reveals a Contractor employee or prospective employee with an adverse criminal history or as a potential threat to the health, safety, operational mission of the installation, then the Government reserves the right to restrict or deny access to Altus AFB for that individual.

4.9.1.1. Contractor Badges. The Contractor is responsible for tracking and retrieving badges from employees upon their separation, termination and/or completion of business on Altus AFB, OK. Badges from employees who are no longer employed on the contract must be retrieved and turned in to the COR within 30 days of the individual’s separation or termination. Employees who abuse their badge privileges by attempting base access beyond the dates, times, locations or specified work and other limitations may be subject to revocation of base access.