Sooner_Drop_Zone_Grounds_MX_PWS_Rev_1.pdf

Performance Work Statement (PWS) Sooner Drop Zone Grounds Maintenance

For Altus AFB, OK

OPR: 97th Civil Engineer Squadron (CES)

Contracting Officer Representative (COR)

Civil Engineer Operations (CEO) – Service Contract Office (CEOES)

COR:

Matt Waites 580-481-5674 matthew.waites.1@us.af.mil

Katie Hendrickson 580-481-7756 kathleen.hendrickson.1@us.af.mil

Jim Ingram 580-481-5675 james.ingram.13@us.af.mil

DATE: 12 March 2018

Revision 1 mailto:matthew.waites.1@us.af.mil mailto:kathleen.hendrickson.1@us.af.mil mailto:james.ingram.13@us.af.mil

SOONER DROP ZONE GROUNDS MAINTENANCE PWS

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 3

1.1. Growing Season Requirements 3

1.2. Maintain Semi-Improved Grounds 3

1.3. Maintain Unimproved Grounds 3

1.4. Maintain Surface Drainage Ditches 3

1.5. Required Reports 4

2. SERVICES SUMMARY 4

2.1. Contractor Performance 5

2.2. Quality Assurance 5

2.3. Performance Assessment 5

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 6

3.1. Facilities 6

3.2. Security, Fire and Medical Services 6

3.3. Damages to Government Buildings, Equipment or Vegetation 6

4. GENERAL INFORMATION 6

4.1. Environmental Requirements 6

4.2. Hours of Operation 6

4.3. Recognized Holidays 6

4.4. Security Requirements 7

4.5. Special Qualifications 8

4.6. Contractor Manpower Reporting 8

4.7. Interfaces 8

4.8. Contracting Officer and Contracting Officer Representative 8

4.9. Safety Requirements and Reports 9

5. APPENDICES 9

APPENDIX A – Grounds Description/Workload Estimates 9 APPENDIX B – Area Maps and Direction Map 10 APPENDIX C – Data Requirements 11

PERFORMANCE WORK STATEMENT (PWS)

SOONER DROP ZONE GROUNDS MAINTENANCE

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 the Sooner Drop Zone for Altus Air Force Base (AFB) in a manner that will promote the growth of healthy grass and present a professional appearance. The Sooner Drop Zone is located approximately 24 miles west of Altus AFB and 7 miles south of highway 62. Areas maps and workloads depicting the service described in this PWS are identified in the Appendices A and B. The Contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

1.1. GROWING SEASON REQUIREMENT. The growing season at the Sooner Drop Zone for Altus AFB is considered to be March through October. All areas shall be trimmed concurrent with mowing. NOTE: Wherever the term “grass” is used, it shall be interpreted to mean all grasses, weeds and other vegetation. The term includes all parts of the plant.

1.2. MAINTAIN SEMI-IMPROVED GROUNDS. Semi-improved grounds are identified in Appendices A and B.

1.2.1. Mow. The Contractor shall mow the grass once a month to a height between 4 and 10 inches in all semi-improved grounds areas. Maintain a uniform appearance in all areas. Where possible, maintain adjacent areas at or near the same grass heights.

1.2.2. Trim. The Contractor shall trim grass and weeds around trees, shrubs, buildings, poles, parking lots, along gravel roadways and other fixed obstacles and temporary obstacles/objects on semi-improved grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing.

1.2.3. Airfield Coordination. The Contractor shall coordinate all activities at the drop zone by contacting Airfield Management/Tactics Flight (580-481-5739/5749/7110). This must be done to ensure that aircraft will not be doing drops while the Contractor personnel are working in the drop zone. Work will be accomplished only after Airfield Management has approved scheduled dates.

1.3. MAINTAIN UN-IMPROVED GROUNDS. Un-improved grounds are identified in Appendices A and B. The Contractor shall maintain grass 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. This service may or may not be requested during a growing season.

1.4. 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 Appendices A and B. Clear all mouths of ditches, inlets and outlets of sediment, vegetation and debris to allow unrestricted water flow. All areas shall be trimmed concurrent with mowing, to maintain a uniform appearance in all areas.

1.5. 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.

1.5.1. Work Schedule. The Contractor shall submit a monthly schedule of work to be accomplished during the upcoming month. This report must be provided a minimum of 11 duty days prior to the start of the upcoming month to allow time for de-conflicting of schedules. This report is only required during growing months (March through October). The schedule shall be submitted to the COR 11 duty days prior to the end of the month for the upcoming month.

1.5.2. Employee Listing. The Contractor shall provide a listing of all contract employees names to the CO and COR within 10 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.

2. SERVICE 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.

SUMMARY SERVICE TABLE.

Performance Objective

PWS

Para

Performance Threshold

Remedy Method of Assessment

Maintain Semi-improved Grounds

1.2.

inclusive

Excellent: 0 Defects Re-performance within 7 duty days of COR notification

Periodic Surveillance, Random Surveillance and Valid Customer Complaint

Very Good: 1 Defect Satisfactory: 2 Defects Marginal: 4 Defects Unsatisfactory: 5 or more Defects

Maintain Un-improved Grounds

1.3. Excellent: 0 Defects Re-performance

within 7 duty days of COR notification

Periodic Surveillance, Random Surveillance and Valid Customer Complaint

Very Good: 1 Defect Satisfactory: 2 Defects Marginal: 4 Defects Unsatisfactory: 5 or more Defects

Performance Objective

PWS

Para

Performance Threshold

Remedy Method of Assessment

Maintain Surface Drainage Ditches

1.4. Excellent: 0 Defects Re-performance

within 7 duty days of COR notification

Periodic Surveillance, Random Surveillance and Valid Customer Complaint

Very Good: 1 Defect Satisfactory: 2 Defects Marginal: 4 Defects Unsatisfactory: 5 or more Defects

Required Reports

1.5.

Inclusive

Excellent: 0 Defects Re-submission within one duty day of COR notification

100% Review of Submitted Reports

Satisfactory: 1 Defect Unsatisfactory: 2 or more Defects

2.1. CONTRACTOR PERFORMANCE. The Contractor’s performance will be based on the Contracting Officer’s Representative (COR), and Contracting Officer’s (CO) evaluation of the results required by the Service Summary (SS) Table and not the method of performance. The evaluation of results will be based on COR surveillance and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract.

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 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 and periodic or random surveillance of tasks 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 will request re-performance. If the performance is not corrected within the remedy timeline, 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 within 1 calendar days of receipt.

2.3. PERFORMANCE ASSESSMENT.

2.3.1. Periodic Assessments. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic assessments will be conducted and may be adjusted, based on quality trends.

2.3.2. Random Surveillance. The COR will randomly inspect a percentage of the grounds each month. The COR may alter the percentage based on quality trends.

2.3.3. Valid Customer Complaints. The COR shall receive all customer complaints and verify the validity of the complaint. If a complaint is found to be valid, the COR shall issue a request for re-performance by the Contractor.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. The Sooner Drop Zone is a remote location.

3.1. FACILITIES. The Government only provides a portable toilet at the site. There are no other facilities available for equipment storage or completion of required reports.

3.2. SERVICES. There are no services at this remote site. All trash generated during the performance of this contract must be removed from the Sooner Drop Zone at an approved landfill. All services, including emergency services, must be requested by calling 911.

3.3. 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. GENERAL INFORMATION.

4.1. ENVIRONMENTAL REQUIREMENTS. In addition to all applicable Federal, State and local environmental codes and regulations, the following specific guidance is provided.

Hazardous Materials (HM) are defined in 49 CFR 172.101 and 40 CFR 301-304. Absolutely no HM shall be brought onto Altus AFB until that material is authorized for use by the CE Environmental Branch at (580) 481-7156. The Contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

4.2. HOURS OF OPERATION. Perform grounds maintenance services during normal duty hours between 7:00 a.m. to 5:00 p.m., Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the CO or COR. Hours may shift dependent upon daylight requirements and safe working temperatures. 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 COR and reschedule the work to minimize disruption.

4.3. RECOGNIZED HOLIDAYS. The Contractor is not required to provide service on federal holidays, except in emergency situations. 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 after the holiday observance. 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

4.4. SECURITY REQUIREMENTS. The Contractor shall comply with Altus AFB security measures. These regulations are available for review in the contracting office. Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contract employees will be required to obtain and display identification badges if they access Altus AFB main base. All following paragraphs are for those that will access the main base, except for paragraphs 4.4.2 and 4.4.3. These paragraphs also apply to the Sooner Drop Zone.

4.4.1. Contractor Badges. Contractor employees shall provide information to assist in the completion of background checks for employees requiring access to main 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.

4.4.1.1. 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. Businesses may lose base pass privileges if they fail to control use of the badges or do not return them upon completion of use. Failure to control or turn in badges may result in contract termination or a decision not to exercise the option periods of this contract.

4.4.2. Anti-Terrorism. Altus AFB has an antiterrorism program that is responsible for helping secure and protect the base and its personnel from terrorist attacks. You and your sub-contractors are expected to report to base security forces (580-481-7444) any suspicious activities, packages or items you see while conducting work on the Sooner Drop Zone.

Suspicious activities could include personnel conducting surveillance of the installation, unauthorized personnel requesting access to the installation or somebody asking a lot of questions about the base. In an effort to help familiarize you, your employees and sub-contractors about antiterrorism, Altus AFB has an antiterrorism binder with all of the pertinent information for awareness training available for review at the Pass and Registration Office located at the south gate (building #428) of Altus AFB, Oklahoma.

4.4.3. Contractor Vehicles. The Contractor shall provide and maintain vehicles for transportation to meet the requirements of this contract. All Contractor vehicles used in the performance of this contract shall be readily identified as property of the company and be maintained to present a professional appearance at all times. Contractor personnel shall operate vehicles in compliance with base traffic regulations. Any violations of base traffic regulations are considered federal offenses and are adjudicated at federal court in Oklahoma City, OK. The current policy for Contractor personnel receiving a Driving Under the Influence (DUI) charge, on base, shall result in that person having their driving privileges on base revoked for a minimum of one year. See clause FAR 5352.242-9000, entitled “Contractor access to Air Force Installations.” All vehicles shall be registered, insured, and operated by a licensed operator at all times.

4.5. SPECIAL QUALIFICATIONS.

4.5.1. Contract Manager. The Contractor shall provide a contract manager to oversee work and provide quality control inspector duties. 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.

4.5.2. Contractor Employees. Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees. Employees working in the proximity of roadways shall wear safety vests provided by the Contractor. The management and control of Contractor employees in the performance of this contract shall be the responsibility and prerogative of the Contractor. However, the Contractor shall comply with the contract requirements and Altus AFB regulations concerning conduct of employees.

4.6. 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.

4.7. INTERFACES. The Contractor shall 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 COR immediately by the most expedient means. Notify the COR verbally of disputes with customers or other base Contractors and follow-up in writing (email is acceptable).

4.8. CONTRACTING OFFICER AND CONTRACTING OFFICER

REPRESENTATIVE (QUALITY ASSURANCE PERSONNEL). The Contracting Officer will appoint primary and alternate representative(s) for management of the day to day activities http://www.ecmra.mil/ of the contract. The identity, title and authority of this representative will be provided in writing to the Contractor after contact award.

4.9. SAFETY REQUIREMENTS AND REPORTS. The Contractor shall perform work and maintain equipment in a safe manner as required by Occupational Safety and Health Administration (OSHA) standards, ANSI B 71.4, Safety Specifications for Commercial Turf Care Equipment and AFI 91-230, Chapter 15, Air Force Consolidated Occupational Safety Instruction.

4.9.1. Incident Reporting. Provide a verbal report to the CO or COR 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 CO and COR within five (5) calendar days of each occurrence.

4.9.2. Inspections. The Contractor is subject to inspection by federal, state or local agencies.

5. APPENDICES.

APPENDIX A – Grounds Description/Workload Estimates APPENDIX B –Area Map and Direction Map APPENDIX C – Data Requirements

APPENDIX A – GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

ITEM DESCRIPTION ESTIMATED

QUANTITIES

ESTIMATED WORKLOAD

(# TIMES ANNUALLY)

Quantity Unit Growing Season (Mar

– Oct)

Non-Growing Season (Nov

– Feb)

1 Semi-improved Grounds 426.85 Acres 8 0-1 2 Un-Improved Grounds 184.77 Acres 0-1 0-1 3 Surface Drainage Ditches 1.64 Acres 8 0-1

APPENDIX B –AREA MAPS and DIRECTIONS MAP

DROP ZONE

DIRECTIONS TO DROP ZONE

APPENDIX C – DATA REQUIREMENTS

The Contractor is required to provide the data as indicated below to the COR and other agencies as listed. 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 PWS Para.

Reference

Format Frequency

1. Monthly work schedule (for Upcoming Month)

1.8.1. Contractor

Format

Due to COR 11 duty days prior to upcoming month

2. Employee Listing 1.8.4. Contractor Format

Within 10 duty days of contract award and as changes are made

3. Damage and Injury Reports

4.14.1. As Required by

Law

Each occurrence, within 5 calendar days of incident

4 Contractor Manpower Reporting www.ecmra.mil Annually by 30 September http://www.ecmra.mil/