Attachment_1__Performance_Work_Statement_8_March_2017.pdf

PERFORMANCE WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICES

LAJES FIELD

AZORES, PORTUGAL

65th CIVIL ENGINEER SQUADRON

DSN: 535-6839

COMM: (011) 351-295-576-839

8 March 2017

GROUNDS MAINTENANCE PWS

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 4

1.1. MAINTAIN IMPROVED GROUNDS 4

1.1.1. MOW 4

1.1.2. EDGE 4

1.1.3. TRIM 4

1.1.4. REMOVE DEBRIS/POLICE GROUNDS 5

1.1.5. LEAF REMOVAL 5

1.1.6. FERTILIZATION 5

1.1.7. LAWN RENOVATION 5

1.1.8. PRUNE SHRUBS, HEDGES AND OTHER PLANTS 5

1.2. MAINTAIN SEMI-IMPROVED GROUNDS 6

1.2.1 MOW 6

1.2.2 TRIM 6

1.3. MAINTAIN UNIMPROVED GROUNDS 6

1.4. MAINTAIN VEGETATIVE, INERT BEDS AND RELATED AREAS 6

1.5. MAINTAIN SURFACE DRAINAGE DITCHES 6

1.6. SPECIAL REQUIREMENTS 7

1.6.1. TREES 7

1.6.2. EMERGENCY AND SPECIAL EVENT SERVICES 8

1.6.3. SPECIAL CUTS 9

2. SERVICES SUMMARY 9

2.1. QUALITY CONTROL 12

2.2. QUALITY ASSURANCE 12

2.3. PERFORMANCE ASSESSMENT 13

2.4. PERIODIC PROGRESS MEETINGS 13

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 14

3.1. FACILITIES 14

3.2. UTILITIES 14

3.3. MATERIALS 14

3.4. SECURITY, FIRE, & MEDICAL SERVICES 14

3.5. TELEPHONE 14

3.6. SOLID WASTE COLLECTION & DISPOSAL 14

4. GENERAL INFORMATION 14

4.1. MISSION 14

4.2. BACKGROUND 15

4.3. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

4.4. ENVIRONMENTAL REQUIREMENTS 15

4.4.1. HAZARDOUS MATERIALS 15

4.4.2. HAZARDOUS MATERIAL INVENTORY 15

4.4.3. HAZARDOUS MATERIAL MANAGEMENT 15

4.4.4. FINAL REPORT 15

4.5. PERMITS, LICENSES AND CERTIFICATIONS 16

4.6. HOURS OF OPERATION 16

4.7. RECOGNIZED HOLIDAYS 16

4.8. SECURITY REQUIREMENTS 17

4.9. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

4.10. SPECIAL QUALIFICATIONS. 17

4.11. INTERFACES 17

4.12. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

4.13. WORK CLEARANCE REQUESTS. 18

4.14. SAFETY REQUIREMENTS AND REPORTS. 18

4.15. CHANGES IN SCOPE OF WORK 18

APPENDIX A – GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

APPENDIX B –AREA MAPS OR SITE PLANS

APPENDIX C - DATA REQUIREMENTS

APPENDIX D – DEFINITIONS

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 Lajes Field, Azores, Portugal and off Base support sites in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance throughout the growing season, which for Lajes Field consists of 52 weeks a year. The contractor’s performance will be based on the Contracting Officer’s (CO) evaluation, Contracting Officer’s designated Representative (COR) (Quality Assurance Personnel), and the results required by the Service Summary (SS) 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 performance assessment, 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

Improved grounds are identified in Appendix A and B.

1.1.1. Mow. The contractor shall mow all improved grounds to look well-manicured, with a neat and professional appearance at all times. Maintain grass height between 2 and 4 inches uniform in appearance, free of skips, gaps, rutting, or scalping. The contractor shall be required to pick up debris, natural and manmade, prior to mowing any area. The contractor shall remove or mulch grass clippings when visible after mowing, before leaving work area.

1.1.2. Edge. The contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaced areas located within the improved grounds so that grass height matches surrounding area grasses. Edging shall include removal of vegetation from expansion joints and cracks in sidewalks, driveways, curbs and other hard surfaces. Grass, vegetation and weeds shall be cut back no more than ½-inch from the surface edged, maintaining an even contour with the edged surface, uniform in appearance and free of scalping, rutting, and uneven or rough cutting.

1.1.3. Trim. The contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, other fixed obstacles and temporary obstacles/objects on improved grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing. The contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area.

1.1.4. Remove Debris/Police Grounds. The contractor shall perform general litter patrol in all areas of improved grounds (to include adjacent streets, trees, bushes or fence lines with its barbed wire up to a height of 3 meters) and additional areas identified in Appendix A and B. Remove and dispose of natural debris, (tree limbs, dry brush, rodent habitats, etc.), and man-made debris. Police areas to maintain a neat and professional appearance. These tasks are to be accomplished once each month or upon COR notification for contractor to anticipate performance due to an unforeseen event. Contractor should dispose of all debris at an off-Base location in accordance with existing local regulations.

1.1.4.1. Dead Animals. All dead animals are to be reported to allow Pest Management to collect for disposal. Prior to disposing, report number and type (bird, dog, cat, unrecognizable, etc.) to the COR, who will forward report to Pest Management and Natural Resources. Since task is addressed by Lajes Field personnel, contractor is not required to contact pest management and public health within 10 business days after contract award to get instructions on the protocols for handling dead animals (e.g., PPE and local disease protections).

1.1.5. Leaf Removal. The contractor shall remove leaves in improved grounds to maintain a neat and professional appearance. Leaf removal must be completed within 2 days upon issue of the COR notification for this requirement which is to be accomplished as a part of the litter patrol task anticipated for that area or at other times removing leaves as a part of the monthly litter patrol. Leaf removal shall be at no additional cost to the government.

1.1.6. Fertilization. The contractor shall have a pH adjustment and fertilizer application program.

The contractor shall perform a laboratory test of the soil in improved grounds and apply fertilizer and lime using procedures appropriate for the soil conditions found, type of grass, and season.

Apply fertilizer and other soil amendments to bring soil condition to that suitable for the vegetation being treated.

1.1.7. Lawn Renovation. The contractor shall renovate lawns in improved grounds as identified by the CO or designated representative. This work will be issued via a separate work order.

Renovate deteriorated lawn area to match surrounding areas.

1.1.8. Prune Shrubs, Hedges and Other Plants. The contractor shall prune/trim shrubs and other plants to maintain their natural growth characteristics to enhance the beauty and health of the plant.

This service will be issued as a work order by the CO or COR. Hedges shall be maintained to their natural mature height and shape. Shrubs, plants, hedges, and ground cover/vines shall be pruned/trimmed 3 inches away from buildings, fences, curbing, sidewalks, and other fixed obstacles. All ground cover and plants shall be kept within the bed borders. All plants around landscape and ground lights shall be pruned/trimmed to allow light usage for its intended purpose.

Shrubs and hedges 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 kept free (clean) of all grass, weeds, vegetation, and debris. Volunteer tree growth seedlings shall be removed at no additional cost to the government.

1.2. MAINTAIN SEMI-IMPROVED GROUNDS

Semi-improved grounds are identified in Appendix A and B.

1.2.1. Mow. The contractor shall maintain grass height between 4 and 10 inches in all semi-improved grounds. Maintain a uniform appearance in all areas.

1.2.2. Trim. The contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, and other fixed obstacles and temporary obstacles/objects on improved grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing. The contractor shall mulch or remove grass clippings when visible after trimming, before leaving work area.

1.3. MAINTAIN UN-IMPROVED GROUNDS

Un-improved grounds are identified in Appendix A and B. The contractor shall maintain grass and vegetation in un-improved grounds to prevent woody encroachment. The contractor shall mow un-improved grounds once per year to a height not to exceed 14 inches (except BASH areas).

1.4. MAINTAIN VEGETATIVE BEDS, INERT BEDS AND RELATED AREAS

The contractor shall maintain vegetative beds, inert beds, and related 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 CO or COR. Maintenance activities may include but are not limited to fertilizing, watering, weeding, mulching, and repairing or replacing of damaged plants and shrubs. When replacing plants, shrubs, and performing repairs, conform to good Xeriscaping practices for the area. This will be performed once per month to maintain beds weed free.

1.5. MAINTAIN SURFACE DRAINAGE DITCHES

The contractor shall maintain surface drainage ditches to be free of shrubs, trees, silt and trash to prevent erosion and ensure continuous flow of water. Drainage ditches to be maintained are identified in Appendix B. Considering limited occurrence of drainage ditches within installation identified areas, maintenance of all these lines should be performed as a part of the litter patrol to maintain a neat and professional appearance, at no additional cost to the government. This section is in conjunction with paragraph 1.1.4, remove debris/police grounds.

1.6. SPECIAL REQUIREMENTS – Special requirements are Not-to-Exceed line items.

1.6.1. Trees. The contractor shall prune or trim all trees as necessary. The contractor shall be responsible for identifying all trees that require pruning or trimming. Pruning or trimming 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. Trimming or pruning of trees that touch or hang over energized utility poles or power lines is the responsibility of the contractor.

Minimum clearance from primary lines (over 600 volts) shall be 8 feet. Minimum clearance from secondary lines (under 600 volts, i.e. electric service drops, telephone, and cable TV) shall be 4 feet.

Contractor shall be responsible for removing all debris generated from trimming or pruning operations. This service is issued as a work order and must be completed within five (5) workdays from notification.

1.6.1.1. Tree Care. The contractor shall brace, cable, guy (to keep tree vertical), and deep water all damaged trees after identification. The contractor shall remove all guy wires, cables, straps, and stakes when the trees remain vertical (normally, after one growing season). The contractor shall adjust wires, cables, and straps as required, to prevent girdling.

1.6.1.2. Tree Standards. The contractor shall perform all tree work in accordance with contract specifications and the following tree care standards, latest addition, unless otherwise directed by the 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

1.6.1.3. Emergency Spot Pruning/Trimming. Emergency spot pruning/trimming shall only be accomplished through issuance of a work order by the CO or COR. The contractor shall complete an emergency spot pruning/trimming within one (1) workday from the work order date. Typically, emergency spot pruning/trimming includes removal of dead and/or broken limbs or removal of limbs for required clearances.

1.6.1.4. Tree and Stump Removal. Tree and stump removal shall only be accomplished through issuance of a work order by the CO or COR. The contractor shall perform stump and perimeter roots removal by completely removing, by cutting and grinding all growth to a minimum of 8 inches below grade. Stumps shall be ground within one (1) workday of the tree removal date. Stump-grinding debris shall be removed the same day grinding is performed. In areas where a lawn sprinkler system exists, the contractor shall backfill with topsoil, and lay sod to match the existing ground grade. In areas where no lawn sprinkler system exists, the contractor shall backfill with topsoil and compact to match existing grades. 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 4.5 feet above the ground. Trees with multiple trunks shall be measured as follows: 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.

Medium Trees: Diameter 24 inches to less than 36 inches, remove within 10 workdays from the work order date.

Small Trees: Diameter 3 inches to less than 24 inches, remove within 5 work days from the work order date. Saplings: Diameter 3 inches and smaller, remove within 2 workdays from the work order date.

1.6.1.5. Emergency Tree and Stump Removal. The contractor shall perform emergency tree and stump removal only after the issuance of a work order by the CO or COR.

Large Trees: Remove within 2 workdays from the work order date Medium

Trees: Remove within 2 workdays from the work order date Small Trees:

Remove within 1 working day from the work order date Saplings: Not required

1.6.2. Emergency and Special Event Services. The contractor shall upon notification by the CO through the issuance of an oral or written work order, perform emergency or special event grounds maintenance service. Upon notification of an emergency, the contract manager shall respond within one (1) hour to meet with the CO and government evaluator and initiate emergency services. Upon receiving direction by the contracting officer, contractor personnel shall begin emergency work within two hours. Oral work orders for emergency services to minimize damages or mitigate hazardous conditions will be confirmed with written work orders. The contracting officer will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event.

1.6.3. Special Cuts. The contractor shall upon notification by the CO or COR through the issuance of a work order, perform special cuts. DV and special cuts cover all cuts not encompassed or in excess of the improved and semi-improved standard. Unimproved grounds or grounds not classified as improved or semi improved can also be classified as a special cut once requirement is identified.

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

Performance Objective

PWS

Para

Performance

Threshold

Remedy Method of Assessment

SS-1

Maintain Improved Grounds

a. Mow

b. Edge

c. Trim

d. Irrigation Systems

(N/A)

e. Leaf Removal

f. Fertilization

g. Pest Control (N/A)

h. Lawn Renovation

i. Prune Shrubs

1.1, inclusive

No more than 5 valid defects per month

Re-performance

Within 24 hours of notification

Periodic Surveillance

Objective

PWS

Para

Performance

Threshold

Remedy Method of Assessment

SS-2

Maintain Semi- Improved Grounds

a. Mow Non-Airfield semi-improved areas

b. Trim Non-Airfield semi-improved areas

c. Mow Airfield semi-improved areas (N/A)

d. Trim Airfield semi-improved areas (N/A)

e. Mow Taxiway, Runway Edge Lights and Signs (N/A)

1.2, inclusive

No more than 5 valid defects per month

Re-performance

Within 24 hours of notification

Periodic Surveillance

SS-3

Maintain Un- Improved Grounds

1.3, inclusive

No more than 5 defects per month

Re-performance

Within 1 duty day of notification or a mutually acceptable timeframe to the CO or COR and contractor.

Periodic Surveillance

SS-4

Maintain Vegetative Beds, Inert Beds and Related Areas

1.4 No more than 3

valid defects per month

Re-performance

Within 24 hours of notification

Periodic Surveillance

SS-5

Debris, Trash and Litter Policing

1.1, inclusive

No more than 3 valid defects per month

Re-performance

Within 24 hours of notification

Objective

PWS

Para

Performance

Threshold

Remedy Method of Assessment

SS-6

Tree Pruning

1.6, inclusive

No more than 3 valid defects per month

Re-performance

Within 24 hours of notification

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 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 and feedback. 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 CO or 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 CO or 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 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 10 calendar days of receipt.

2.3 PERFORMANCE ASSESSMENT

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.

2.4. 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 within five duty days, signed by the CO 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 CO identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES (RESERVED)

3.1. FACILITIES (RESERVED)

There are no Government furnished facilities provided under this contract.

3.1.1. N/A

3.1.2. N/A

3.2. UTILITIES (RESERVED)

There are no Government furnished utilities provided under this contract.

3.3. MATERIALS (RESERVED)

There are no Government furnished materials provided under this contract.

3.4. SECURITY, FIRE, AND MEDICAL SERVICES

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. Emergency services can be reached by dialing 911 from an on Base phone line or dialing 295-571-911 from cell phone or from off Base phone line.

3.5. TELEPHONE

There are no Government furnished telephone provided under this contract.

3.6. SOLID WASTE COLLECTION AND DISPOSAL. The Contractor shall use an off Base location in accordance with existing local regulations to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS.

4. GENERAL INFORMATION

MISSION

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

4.1. BACKGROUND

Due to Base consolidation being implemented it is expected some foot print reduction which can ultimately impact current grounds maintenance services workload.

4.2. 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.”

4.3. ENVIRONMENTAL REQUIREMENTS.

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

4.3.1. Hazardous Materials. The CO 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 CO 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 CO does not approve a hazardous material for use, the CO 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.

4.3.1.1. Spill control. The contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level. Release and/or spill of any hazardous substance or petroleum product shall be reported immediately to emergency services dialing 911 from an on Base phone line or dialing 295-571-911 from cell phone or from off Base phone line, stating location and type of spill. The contractor shall report spill incident to environmental office dialing 535-6558 from an on Base phone line or dialing 295-576-558 from cell phone or from off Base phone line. Liability rest solely with the contractor.

4.4.2 Hazardous Materials Inventory. The contractor shall maintain an up-to-date hazardous material inventory with copies of MSDS(s) for all materials used on the job site.

The contractor shall maintain a complete copy of all approved MSDS and AF Form 3952s.

4.4.3 Hazardous Materials Management: The contractor shall remove all hazardous materials by the end of each workday. Contractor shall not conduct process treatments (e.g.

paint thinner solvent recycling) on base.

4.4.4 Final Report. The contractor shall submit a final inventory, not later than ten working days following termination/completion of this contract, of all hazardous materials used since the last hazardous usage report to the CO or COR. The final inventory will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material.

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 Host Nation, DoD, Air Force and Lajes Field AFB 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.

4.6. HOURS OF OPERATION.

Perform grounds maintenance services during normal duty hours which are 08:00 to 17:00, Mondays through Fridays, unless otherwise required in the contract or approved by the CO. Do not perform services in residential areas, housing and dormitories, before 08:00.

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 CO and reschedule the work to minimize disruption.

4.6.1. Recognized Holidays. The contractor is not required to provide service on Portuguese holidays, except in emergency situations. The contractor must request CO approval to work in advance:

a. January 1st - New Year’s Day

b. ** - Mardi Gras

c. ** - Good Friday

d. April 25th – Day of Liberty

e. May 1st – Day of the Worker

f. ** - Holy Spirit Monday

g. ** - Corpus Christi Day

h. June 10th – Day of Portugal

i. August 11th – Praia da Vitória Day

j. August 15th – Assumption Day

k. October 5th – Founding of the Republic

l. November 1stt – All Saints Day

m. December 1st – Restoration of Independence

n. December 8th – Immaculate Conception

o. December 25th - Christmas

** Indicates dates change each year.

4.6.2. 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.

4.7. SECURITY REQUIREMENTS.

The contractor shall comply with applicable regulations. 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.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice. Contractor is fully responsible for the supervision, performance and conduct of his/her employees at all times while performing under this contract, however Security Forces personnel on Base have the right to deny entrance to the Base or remove from the Base any contractor employee due to misconduct.

4.8. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY.

In the event of crisis or heightened security caused by a national emergency, natural disaster, or other causes, this service is NOT determined to be essential for performance during crisis according to DODI 3020.37.

4.9. 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.

4.10. 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 CO immediately by the most expedient means. Notify the CO verbally of disputes with customers or other base contractors and follow-up in writing.

4.11. 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.

4.12. 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 at CES customer service as AF FORM 103 Base Civil Engineering work clearance request.

4.13. 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 CO 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 within five calendar days of each occurrence.

4.14. CHANGES IN SCOPE OF WORK

Pricing for changes in scope of work is addressed in the pricing schedule and in Exhibit.

APPENDIX A – GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

ZONE IMPROVED SEMI‐IMPROVED UNIMPROVED PLANT BEDS

1 Reserved

2 Reserved

3 31,937

4 27,086

5 46,882

6 21,119

7 29,561

8 13,897

9 33,137

10 38,559

11 10,508 244

12 9,413

13 39,486 639

14 31,201

15 62,026

16 41,008

17 11,193

18 4,960 93,222

19 12,794

20 7,470

21 20,401

22 34,253

23 110

24 708

25 389

TOTALS: 440,890 180,430 639 244

*AMOUNTS ARE IN SQUARE METERS PER MONTH

APPENDIX B –AREA MAPS OR SITE PLANS

(maps will be provided to vendor awarded this contract)

Improved, Semi-improved and Un-Improved Grounds (zone 3 to zone 25)

Edging & Trimming (zone 3 to zone 25)

Areas Requiring Debris Removal and Policing (zones improved)

Areas Requiring Leaf Removal (zones improved)

Areas Requiring Fertilizer and Liming (zones improved)

Vegetative Beds, Inert Beds, Related Areas (zone 11)

Surface Drainage Ditches (zone 3 to zone 25)

APPENDIX C

APPENDIX C – DATA REQUIREMENTS

Provide the data as indicated below to the CO. All reports, submittals, logs, and information provided to the Government shall be electronic and compatible with Microsoft Office most current version, 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 D

APPENDIX D – DEFINITIONS

1. Scalping – areas where the grass is mowed too close to the ground because of uneven ground underneath. When grass is mowed too close to the ground it frequently appears as an unsightly yellow scar. Typically scalping occurs when mowing on hill sides and around obstacles on uneven terrain.

2. Xeriscaping - a landscaping method that employs drought-resistant plants in an effort to conserve resources, especially water, and reduce yard trimmings. Xeriscaping uses decorative brick, lava rock, mulch and low water vegetation such as bougainvillea, hibiscus, cactus, and evergreen ground covering plants to eliminate the high costs of maintaining 2 inches -4 inches grass fields and reduce the cost of watering.

3. Pocket Urban Forests – a landscaping technique of planting indigenous local trees and shrubs in clusters to cut down on large open areas of grass that are regularly maintained.

This method would be practical on-bases that receive a large amount of rainfall, and as a result do not irrigate.

4. Seed Head Inhibitor – an agent or combination of agents applied to grass areas prone to the production of seed heads to suppress the seed heads and reduce the frequency of mowing required.

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

6. Topping – The reduction of a tree’s size using heading cuts that shorten limbs or branches back to a predetermined crown limit. Topping is not an acceptable pruning practice.

7. Lion’s Tailing – The removal of an excessive number of inner, lateral branches from parent branches. Lion’s tailing is not an acceptable pruning practice.

8. Types of Pruning:

a. Cleaning – Selective pruning to remove to remove one or more of the following parts:

dead, diseased, and/or broken branches.

b. Thinning – Selective pruning to reduce density of live branches.

c. Raising – Selective pruning to provide vertical clearance.

d. Reduction – Selective pruning to decrease the height and/or spread.

9. Branch Bark Ridge – The raised area of bark in the branch crotch that marks where the branch and parent meet.

10. Caliper – The diameter of a tree measured at a point 6 inches above the ground line if the resulting measurement is no more than 4 inches. If the resulting measurement is more than 4 inches, the measurement is made at a point 12 inches above the ground line.

11. Diameter Breast Height (dbh) – The diameter of a tree measured at a point 4.5 feet above the ground line.

12. Trimming – Cutting of grass and other vegetation around grounds obstacles that prevent mowing.

13. 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.

14. BASH – Bird Aircraft Strike Hazard