Att_1_-_PWS_28_April_17.pdf

FA4528-17-R-0005

PERFORMANCE WORK STATEMENT (PWS)

FOR

GROUNDS MAINTENANCE SERVICES

Minot AFB, North Dakota

28 April 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. IRRIGATION 5

1.1.5. REMOVE DEBRIS/POLICE GROUNDS 5

1.1.6. LEAF REMOVAL 5

1.1.7. FERTILIZATION 5

1.1.8. PEST CONTROL 5

1.1.9. LAWN RENOVATION 5

1.1.10. PRUNE SHRUBS, HEDGES, AND OTHER PLANTS 5-6

1.2. MAINTAIN SEMI-IMPROVED GROUNDS 6

1.2.1. MOW 6

1.2.2. TRIM 6

1.2.3. AIRFIELD COORDINATION 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. PERFORM SNOW/ICE REMOVAL 6-7

1.7. SPECIAL REQUIREMENTS 7

1.7.1. TREES 7-8

1.7.2. EMERGENCY AND SPECIAL EVENT SERVICES 8

1.7.3. XERISCAPING AND URBAN FOREST SERVICES 8

1.7.4. SPECIAL CUTS 8

1.7.5. PLANTING TREES, SHRUBS AND VEGETATIVE BEDS 8

2. SERVICES SUMMARY 8-10

2.1. QUALITY CONTROL 10

2.2. QUALITY ASSURANCE 10

2.3. PERFORMANCE ASSESSMENT 10

2.4. PERIODIC PROGRESS MEETINGS 10-11

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 11

3.1. FACILITIES 11

3.2. UTILITIES 11

3.3. MATERIALS 11

3.4. SECURITY, FIRE, AND MEDICAL SERVICES 11

3.5. TELEPHONE 11

3.6. SOLID WASTE COLLECTION AND DISPOSAL 11-12

4. GENERAL INFORMATION 12

4.1. MISSION 12

4.2. BACKGROUND 12

4.3. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT,

OR VEGETATION 12

4.4. ENVIRONMENTAL REQUIREMENTS 12

4.4.1. HAZARDOUS MATERIALS 12

4.4.2. PESTICIDES 12

4.4.3. HAZARDOUS MATERIAL INVENTORY 13

4.4.4. HAZARDOUS MATERIAL MANAGEMET 13

4.4.5. FINAL REPORT 13

4.4.6. SPILL RESPONSE PROCEDURES 13

4.4.7. HAZARDOUS WASTE 13-14

4.5. PERMITS, LICENSES AND CERTIFICATIONS 14

4.6. HOURS OF OPERATION. 14

4.7. RECOGNIZED HOLIDAYS 14

4.8. SECURITY REQUIREMENTS. 15

4.9. PERFORMANCE OF SERVICE DURING CRISIS

OR HEIGHTENED SECURITY 15

4.10. SPECIAL QUALIFICATIONS 15-16

4.11. INTERFACES. 16

4.12. CONTRACTING OFFICER AND CONTRACTING OFFICER

REPRESENTATIVE 16

4.13. WORK CLEARANCE REQUESTS 16

4.14. SAFETY REQUIREMENTS AND REPORTS 16

4.15. CHANGES IN SCOPE OF WORK 16

4.16. PARTNERING AGREEMENT 16

4.17. CONTRACTOR FULL-TIME EQUIVALENT REPORTING 16-17

APPENDIX A - GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

APPENDIX A OPTION - OPTIONAL GROUNDS DESCRIPTION/WORKLOAD ESTIMATES

APPENDIX B - AREA MAPS OR SITE PLANS

APPENDIX C - DATA REQUIREMENTS

APPENDIX D - DEFINITIONS

APPENDIX E - XERISCAPING AND URBAN FOREST MASTER PLAN

APPENDIX F - IRRIGATION SYSTEM DESCRIPTION AND SYSTEM

MAINTENANCE PROJECTED WORKLOAD DATA

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 Minot AFB ND in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. The Contractor’s performance will be based on the Contracting Officer Representative (COR) and Contracting Officer’s (CO) evaluation of the results required by the Service Summary (SS) and not the frequency or method of performance. It is at the Contractor’s discretion to determine the levels of frequencies to attain the level of service at the best value. The evaluation of results will be based on COR surveillance, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. The Contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

1.1. MAINTAIN IMPROVED GROUNDS

Improved grounds are identified in Appendices 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 and concurrent to mowing any area. The Contractor shall remove or mulch grass clippings when visible after mowing, to include sweeping or blowing away any clippings on streets and sidewalks, 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, parking lots, and other hard surfaces. Grass, 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. Grass, vegetation, and dirt shall not be left on paved surfaces. Areas requiring edging and pavement joint and crack vegetation removal are identified on the map in Appendix B.

1.1.3. Trim. The Contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, street curbs 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 remove or mulch grass clippings when visible after trimming, to include sweeping or blowing away any clippings on streets and sidewalks, before leaving work area.

1.1.4. Irrigation. The Contractor shall maintain, adjust, and repair existing lawn irrigation systems where specified during the growing season.

1.1.4.1. Operation of Irrigation Systems. The Contractor shall irrigate specified improved grounds to maintain the health of the turf, ensuring no ponding of water, excessive runoff, etc. The Contractor is prohibited from connecting to any hydrant within the boundaries of the installation. 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, Contractor shall notify the 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. Contractor shall be responsible for day-to-day operation of the automated irrigation system.

1.1.4.2. Maintenance of Irrigation Systems. The Contractor shall maintain specified irrigation systems.

Maintenance includes but is not limited to draining and charging systems, replacing damaged or broken control devices and sprinkler heads, and repair of ruptured pipes. Maintain equipment and systems to be efficient and in good operational working order. Replacement of pumps, controllers, clocks/timers, or backflow prevention devices is not included in routine maintenance of irrigation systems; replacement for these items will be on a case-by-case, reimbursable basis. The irrigation system to be maintained and related workload data is identified in Appendix A and Appendix B.

1.1.5. Remove Debris/Police Grounds. The Contractor shall perform general litter patrol in all areas of improved grounds including parking lots, sidewalks, streets, and ditches as identified in Appendices A and B. Remove and dispose of natural debris (tree limbs, dry brush, small rocks or boulders, rodent habitats, dead animals, etc.) and man-made trash debris. Police areas to maintain a neat and professional appearance. This will be accomplished to the extent the area is cleared of foreign material or debris which might constitute a hazard and interfere with operation of mowers.

1.1.5.1. Dead Animals. All dead animals are to be collected 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. Contractor shall 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).

1.1.6. Leaf Removal. The Contractor shall remove leaves in improved grounds to maintain a neat and professional appearance. Leaf removal must be completed within 3 days upon issue of the work order for this special requirement. At other times remove leaves as a part of the litter patrol to maintain a neat and professional appearance. Leaf removal will be required for specified areas as identified in Appendices A and B.

1.1.7. Fertilization. The Contractor shall have a pH adjustment and fertilizer application program for areas of Improved Grounds as indicated in Appendices A and B. 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.

1.1.8. Pest/Weed Control. The Contractor shall provide all management, licenses, laboratory testing, tools, supplies, equipment, transportation, and labor to develop and implement an Integrated Pest Management (IPM) plan for areas of improved grounds as indicated in Appendices A and B of this Grounds Maintenance PWS in a manner that will ensure the health and general well-being of installation personnel. The Contractor shall use only approved pesticides as stated in DoD Instruction 4150.7, DoD Pest Management Program, Encl 4 para 5b(3) and AFI 32- 1053, Pest Management Program, para 4.7.4 and 4.7.6. All pesticides (including insecticides, herbicides, rodenticides, and fungicides) are defined in DoD and Air Force documents. The Contractor shall comply with current federal, state, local, DoD, and Air Force regulations, plans, and policies. The Contractor shall comply with all applicable parts of 29 Code of Federal Regulations (CFR) 1910, Occupational Safety and Health Standards;

29 CFR 1925, Safety and Health Standards for Federal Service Contracts; 40 CFR 150-189, Protection of Environment, Pesticide Program; and 49 CFR 171, Transportation, General Information, Regulations, and Definitions. The Contractor shall ensure that all workers have current state certification for the pest control services being performed. Control weeds in improved grounds through execution of a weed control program appropriate for the area to maintain a professional appearance. Restore grounds made barren where weeds are removed to the level of care of the surrounding area (i.e., improved, etc.). Civil Engineer Asset Management Flight must approve all herbicides prior to use. All herbicides and pesticides used must be on the installation-approved inventory list and applied by certified personnel.

1.1.9. Lawn Renovation. The Contractor shall renovate lawns in improved grounds as identified by the COR. This may include converting existing landscape beds to match existing improved grounds. This work will be issued via a separate work order.

1.1.10. 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 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. Pruning will be required for specified areas as identified in Appendices A and B.

1.2. MAINTAIN SEMI-IMPROVED GROUNDS

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

1.2.1. Mow. The Contractor shall maintain grass height between 4 and 10 inches in all semi-improved grounds areas.

1.2.2. Trim (Semi-Improved). The Contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, street curbs, 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. The Contractor shall mulch or remove grass clippings when visible after trimming, before leaving work area.

1.2.3. Airfield Coordination. (RESERVED)

1.2.3.1. Flight-line Drivers. (RESERVED)

1.2.3.2. Airfield Tower Communications. (RESERVED)

1.2.3.3. Airfield Light Fixtures. (RESERVED)

1.3. MAINTAIN UNIMPROVED GROUNDS (RESERVED)

1.4. MAINTAIN EXISTING VEGETATIVE BEDS, INERT BEDS, AND RELATED AREAS

The Contractor shall maintain existing vegetative beds, inert beds, and related areas as identified in Appendices 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, and repairing or replacing of damaged plants and shrubs. All ground cover and plants shall be kept within the bed borders. When replacing plants, shrubs, and performing repairs, conform to good Xeriscaping practices for the area. Maintain beds two (2) times per month in equal intervals to be weed-free.

1.5. MAINTAIN SURFACE DRAINAGE DITCHES The Contractor shall maintain drainage ditches to be free of shrubs, trees, bushes, and trash to prevent erosion and ensure continuous flow of water. Drainage ditches to be maintained are identified in Appendices A and B. Only the crown, no slope sides or bottom, of the ditches indicated are to be mowed. Any and all other ditches not specifically identified on the grounds map will require complete mowing (tops, sides, bottoms) in accordance with the surrounding turf area standard in which it resides, and also be maintained free of any trees, shrubs, bushes, and trash to ensure continuous flow of water. Wetland areas identified in Appendix B shall not be mowed.

1.6. PERFORM SNOW/ICE REMOVAL

1.6.1. Basic Services. The Contractor shall remove snow and ice from all paved areas, sidewalks, steps, stairs, landings, and entrance ramps as shown in Appendix B. The Contractor shall ensure a pathway equal to the size of the sidewalks is free of snow accumulation, piles, or drifts by removing all snow and ice from sidewalks, steps, landings, and entrance ramps. The snow in Priority 1 and Priority 2 areas (Appendix B), shall be removed when accumulation reaches two (2) inches or within eight (8) hours of accumulation whichever occurs first. This may require multiple snow/ice removals each day. Snow removal also applies to accumulation due to wind and drifting.

Overnight removal will be left to the Contractors’ discretion, but Priority one (1) sidewalks at Bldg 167, 5 BW Headquarters; Bldg 166, Child Development Center; and Bldg 546, 91 MW Headquarters shall be cleared by 0630 prior to the base facilities' opening each morning. When snowfall is heavy or accumulations become excessive, the Contractor must place excess snow in accumulation points identified by the COR. Snow shall be blown, pushed, or transported away from streets, parking lots, driveways, intersections, etc.

1.6.1.1. Remove Ice. The Contractor shall immediately remove ice to provide secure footing by the snow removal operation or by sanding with washed sand. The Contractor will provide all sand material and shall remove and dispose of excess sand accumulation.

1.6.1.2. Sand Barrels. (RESERVED)

1.7. SPECIAL REQUIREMENTS

1.7.1. 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 cut back 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.

1.7.1.1. 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.

1.7.1.2. 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

1.7.1.3. Emergency Spot Pruning/Trimming. Emergency spot pruning/trimming shall only be accomplished through issuance of a work order by the 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.

1.7.1.4. 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 categorized 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. Categories are as follows:

Large Trees: Diameter 36” and above, remove within 10 workdays from the work order date.

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

Small Trees: Diameter 3” to less than 24”, remove within 5 work days from the work order date.

Saplings: Diameter 3” and smaller, remove within 3 workdays from the work order date.

1.7.1.5. Emergency 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 categorized 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. Categories are as follows:

Large Trees: Diameter 36” and above, remove within 5 workdays from the work order date.

Medium Trees: Diameter 24” to less than 36”, remove within 5 workdays from the work order date.

Small Trees: Diameter 3” to less than 24”, remove within 2 work days from the work order date.

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

1.7.2. Emergency and Special Event Services. (RESERVED)

1.7.3. Xeriscaping and Urban Forest Services. (RESERVED)

1.7.4. Special Cuts. (RESERVED)

1.7.5. Planting Trees, Shrubs, and Vegetative Beds. (RESERVED)

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 performance objective. The Services Summary (SS) provides information on contract requirements, the expected level of Contractor performance, and the expected method of government surveillance and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

During the first 30 days of the contract, two additional errors on each objective 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

1.1, inclusive

No more than five valid defects per month

Re-performance within 8 hours of notification

Periodic Surveillance

b. Edge/Vegetation Control

c. Trim

d. Irrigation Systems

e. Leaf Removal

f. Fertilization

g. Pest Control

h. Lawn Renovation

i. Prune Shrubs

SS-2

Maintain Semi-Improved Grounds

a. Mow Non-Airfield semi-improved areas

b. Trim Non-Airfield semi-improved areas

1.2, inclusive

No more than five valid defects per month

Re-performance within 8 hours of notification

Periodic Surveillance

Performance Objective PWS Para

Performance Threshold

Remedy Method of Assessment

SS-3

Maintain Unimproved Grounds

1.3, inclusive

No more than five defects per month

Re-performance within 1 day of notification or a mutually acceptable timeframe to the COR and Contractor

Periodic Surveillance

SS-4

Maintain Existing Vegetative Beds, Inert Beds and Related Areas

1.4 No more than

three valid defects per month

Re-performance within 4 hours of notification

Periodic Surveillance

SS-5

Debris, Trash and Litter Policing

1.1, inclusive

No more than three valid defects per month

Re-performance within 4 hours of notification

Periodic Surveillance

SS-6

Tree Pruning

1.7, inclusive

No more than three valid defects per month

Re-performance within 4 hours of notification

Periodic Surveillance

SS-7

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

2.1 No more than

three valid defect per month

Contractor shall complete a written Corrective Action Report.

Periodic Surveillance

SS-8

Maintain Surface Drainage Ditches

1.5, inclusive

No more than three valid defects per month

Re-performance within 4 hours of notification

Surveillance

SS-9 Snow/Ice Removal 1.6 No more than three valid defects per month

Re-performance within 2 hours of notification surveillance

2.1. QUALITY CONTROL

The Contractor shall provide a written description of the quality control system to include identification of the commercial practices and procedures to be used, such as those of the Professional Grounds Management Society (PGMS), 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, feedback, and approval. The plan shall be submitted no later than the pre-performance conference. The plan shall specifically address the Contractor’s strategy to provide quality workmanship, continual process improvement, and for correcting deficiencies as required.

2.2. QUALITY ASSURANCE

The Government shall inspect and evaluate the Contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The COR shall inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The COR will use the Contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a DD Form 2772, Contract Discrepancy Report (CDR), 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 Surveillance. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service within 24 hours after notification by the COR.

Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any 1-month period shall result in a warning or letter of concern from the Contracting Officer.

Failing to meet the performance threshold as outlined in the SS of these performance objectives, in any combination for any two or more consecutive or non-consecutive months during a contract period, shall constitute an immediate Progress Meeting with the Multi-functional Team. All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4. PERIODIC PROGRESS MEETINGS

The CO, COR, COR Supervisor, 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, and positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the Contracting Officer and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the Contracting Office identifying areas of non-concurrence for resolution.

3. GOVERNMENT-FURNISHED PROPERTY AND SERVICES

3.1. FACILITIES

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.” Obtain Contracting Officer approval in advance of making any changes to the facilities. Such changes will be at no cost to the Government unless otherwise approved by the Contracting Officer. The Contractor shall ensure facilities are maintained in a neat, clean, and professional manner. The Contracting Officer 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, fair wear and tear, and approved modifications.

3.1.1. The Government will provide office and storage space in Building 505 (6,000 square feet) located at 505 Bomber Blvd. 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 AF Form 332, Base Civil Engineer Work Request. In case of alterations necessary for compliance with OSHA, such permission shall not be reasonably withheld. The Contractor shall return the office space to the Government in the same condition as received, fair wear and tear, and approved modifications.

3.2. UTILITIES

The Government will furnish electricity, water, and sewage as necessary for accomplishment of work in accordance with this contract. All facilities do not receive the same utility services. The Contractor shall not change or modify any utility system or component; or connect any Contractor property, equipment, or system without prior Contracting Officer review and approval. The Contractor shall adhere to all base level utility conservation practices or requirements. The Contractor shall be responsible for operating under conditions that prevent waste of utilities.

3.3. MATERIALS - None.

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.

3.5. TELEPHONE

The Government will provide one telephone line in the Government-provided facility for Contractor use in making local commercial calls and on-base calls in support of contract requirements, although the use of cell phones is the preferred method of communication for contract services. Long distance calls and toll calls are not authorized on Government phones.

3.6. SOLID WASTE COLLECTION AND DISPOSAL

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-level recycling programs to include disposal of yard/tree waste in specified dumpster collection stations or at the recycling collection center on base.

The COR shall identify these specific dumpsters for yard/tree waste.

4. GENERAL INFORMATION

4.1. MISSION

The overall Civil Engineer mission at Minot 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. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

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

4.4. ENVIRONMENTAL REQUIREMENTS

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

4.4.1. Hazardous Materials. The Contracting Officer shall approve all hazardous materials brought on-site by the Contractor prior to use. The Contractor shall obtain approval using the application requirements of the AF Form 3952, Chemical Hazardous Material Request Authorization Form. Once the process is implemented and Contractor is trained, the Contractor may submit the AF Form 3952 electronically. The Contracting Officer has the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and environment. In the event the Contracting Officer does not approve a hazardous material for use, the Contracting Officer may provide the Contractor a list of suitable substitutes; however, the Contractor shall retain responsibility for finding an acceptable substitute. The Contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies. Contractors must submit all required documentation including appropriate Hazardous Materials Authorization Information Form, Material Safety Data Sheet (MSDS), and projected usage information to the Environmental Management Element (5 CES/CEAN) through the Contracting Officer at least 15 days before the HAZMAT is brought onto Minot AFB. This review is to ensure that no Air Force restricted hazardous materials are being proposed for use.

4.4.1.1. The Contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level.

4.4.2. Pesticides. All pesticides must be approved prior to use by the Command Entomologist if not on the base approved list (submit list with intended uses to the COR). The Contractor shall provide an inventory of the hazardous materials with the applicable MSDS that will be used to perform the required services. In addition, use reasonable care to avoid releasing hazardous material or hazardous waste which may cause environmental damage to Government structures, public land, water, or other natural resources. If the Contractor’s failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

4.4.2.1. Pesticide Storage and Mixing. Perform pesticide storage and mixing operations off base.

4.4.2.2. Monthly Reports. The Contractor shall submit a report to the COR within 10 working days following each month, listing all pesticide applications made. Include pesticide name, use concentration, amount applied, date, and detailed location of use. A DD Form 1532, Pest Management Report, will be provided on request to facilitate record keeping. Reports will be made IAW North Dakota requirements and include all pesticide use.

4.4.2.3. The Contractor is subject to inspection by DOD-certified applicators/inspectors as well as State Department of Agriculture Pesticides Division or equivalent agency.

4.4.3. 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 MSDSs and AF Form 3952s.

4.4.4. 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.

4.4.5. Final Report. The Contractor shall submit a final inventory to the COR, not later than 10 working days following termination/completion of this contract, of all hazardous materials used since the last hazardous usage report. 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.

4.4.6. Spill Response Procedures.

4.4.6.1. Determine Hazards. Immediately upon awareness of a spill, determine if the environment is hazardous to health. If so, immediately evacuate the area, sound fire alarm (if applicable), and make proper notifications.

4.4.6.2. Eliminate Sources of Ignition. Scan the area of the spill to determine if there are any sources of potential ignition, such as equipment with open flames, or machines or engines. If so, eliminate these sources of potential ignition.

4.4.6.3. Stop Continuous Leaks. If there are no excessive risks or dangers including excessive vapors in the air, then determine if the leak is continuing, or if it has stopped. If it is continuing, determine if it is possible and safe to stop the leak. If so, stop the leak, perhaps by closing a valve or by turning or rolling a drum.

4.4.6.4. Contain Spilled Materials. If there is no continuing leak, or after the leak has been stopped, try to contain the spilled materials by plugging or covering drains, using locally available spill containment materials, or using booms or absorbent materials locally available.

4.4.6.5. Notify Authorities. Once the leak has been stopped and contained, or if it is determined that the spill is hazardous to health and safety, then immediately notify the proper personnel.

4.4.6.5.1. For small spills of 5 gallons or less, contact the facility supervisor or alternate.

4.4.6.5.2. For large spills of greater than 5 gallons, dial 701-727-1911 for the Minot Air Force Base Fire Department.

4.4.6.6. Clean-up of Spilled Materials. After notification, wait for assistance, if necessary, or if properly trained and safe, begin cleaning up the spilled materials, using absorbent pads or material, while wearing proper personal protection equipment.

4.4.6.7. Notify Fire Department. For spills over 5 gallons, the Contractor is required to notify the base fire department, who will supervise the remediation and clean-up of the spilled materials. Dial 701-723-2142 or 701- 727-1911 and using the Spill Notification form, summarize the type of materials/spill and estimated quantity of spilled materials. Spill reports must be filed.

4.4.7. Hazardous Waste. All hazardous waste must be managed, handled, and disposed of in accordance with 40 Code of Federal Regulations (40 CFR) Parts 260-299 and the Minot AFB Hazardous Waste Management Plan.

4.4.7.1. The Contractor is responsible for the proper characterization, containerization, and disposal of all wastes generated from his operations, including Resource Conservation and Recovery Act (RCRA) hazardous, state-regulated, and spill clean-up wastes.

4.4.7.2. Contractors shall coordinate with the Environmental Management Element (5 CES/CEAN) for the disposal of generated wastes at least 14 days before the project begins, and provide updates at least once per month throughout the entire project. Updates shall include the volume and type of waste generated and storage location.

4.4.7.3. The Contractor shall dispose of/recycle solid wastes (i.e., non-hazardous) through local disposal or recycling facilities. No liquid wastes of any kind may be put into installation garbage collection containers, or poured into drains, sinks, toilets, or on the ground. Revenue received by the Contractor from recycled solid wastes shall offset contract costs. The Contractor shall coordinate disposal of RCRA hazardous, state-regulated, and liquid wastes from Government materials through 5 CES/CEAN via the Contracting Officer. The Contractor shall be responsible for disposal of RCRA hazardous, state-regulated, liquid wastes, and spill-cleanup wastes generated by Contractor processes and from Contractor-purchased materials. The Contractor shall characterize, containerize, handle, manage, and dispose of wastes in accordance with 40 CFR Parts 260-299 and the installation Hazardous Waste Management Plan. The Contractor is responsible for provided appropriate waste collection containers.

4.4.7.4. The Contractor is responsible for all fines and penalties which may stem from an EPA or State of North Dakota Department of Health hazardous waste inspection of his operation.

4.4.7.5. The Contractor may obtain guidance from the 5 CES/CEAN at (701) 723-4825, on proper storage and handling of hazardous waste. However, all responsibility rests with the Contractor to comply with all federal and state hazardous waste requirements and any information obtained from 5 CES/CEAN does not remove responsibility from the Contractor for proper waste management.

4.5. PERMITS, LICENSES, AND CERTIFICATIONS

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

4.6. HOURS OF OPERATION

Perform grounds maintenance services during normal duty hours which are (0700 – 1800), Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract, or approved by the Contracting Officer. The Contractor may find it beneficial or required to work at times other than normal working hours to complete the requirements of the contract (snow/ice removal, mowing /trimming, etc.). The contractor shall be responsible for covering all requirements with adequate personnel and completing the work within the stipulated time. Premium pay per the appropriate labor law is included within the pre-priced contracted line items and the Government will not be responsible above and beyond those agreed upon contract prices. When the Contractor’s work schedule conflicts with an Air Force mission requirement, advise the Contracting Officer and reschedule the work to minimize disruption.

4.7. RECOGNIZED HOLIDAYS

The Contractor is not required to provide service on federal holidays, except in emergency situations or due to adverse weather conditions. Acquire CO approval prior to working on holidays. The holidays are:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

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

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

4.8. SECURITY REQUIREMENTS

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.

4.8.1 The contractor is required to comply with all Minot AFB security regulations and directives.

4.8.2 Base Access/Passes. The Contractor shall be responsible for obtaining all necessary passes, decals or other items required for access to the areas in which work will be performed. The Contractor shall request contractor passes through the Contracting Officer by providing the name, social security number, date of birth, work phone, and home phone of employees requiring passes on the contractor's company letterhead. Pass requests will be forwarded by the Contracting Officer to the 5th Security Forces Squadron Visitor’s Control Center for approval and issuance. Upon completion or termination of the contract or an individual’s release from employment, the contractor shall retrieve the identification issued above and surrender it to the 5th Security Forces Squadron Pass and Registration Section located in the Visitor Control Center.

4.8.2.1 Minot AFB Identification Requirements. For either the site visit, delivery of commodities, or submission of proposals, all personnel requesting access to Minot Air Force Base must possess a valid State or Government picture identification card. Furthermore, individuals presenting identification cards from a state that is non-compliant with the REAL ID Act will require additional documentation to gain unescorted base access. Additional documentation includes a valid U.S. or foreign government issued passport, an employment authorization document that contains a photograph, or identification cards issued by federal state or local government agencies that include a photo and biographic information. Additional information to include a full list of REAL ID Act compliant and non-complaint states can be found at https://www.dhs.gov/current-status-states-territories. Personnel requesting vehicle access to Minot Air Force Base must provide a valid driver's license (compliant with REAL ID Act), current vehicle registration, and insurance.

4.8.3 Military Exercises. Occasionally, Government forces will conduct various disaster or contingency exercises.

Should the contractor be in an area subject to control, he shall immediately comply with the directions of Security Forces personnel. This may include cessation of work and immediate departure from the area. The contractor or his representative shall immediately inform the Contracting Officer and await a clearance to return to the area under work. Disruption of work schedules shall be at no cost to the Government. These military exercises occur 5-10 times per year.

4.9. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

This service is not determined to be essential for performance during crisis according to DODI 3020.37, Continuation of Essential DoD Contractor Services During Crises.

4.10. SPECIAL QUALIFICATIONS

The Contractor shall provide the name and telephone number of the Contractor’s on-site contract manager and alternate responsible for all requirements in the PWS. The Contractor’s on-site manager must be able to speak and write in the English language.

4.11. INTERFACES

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

4.12. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE (COR)

The Contracting Officer will appoint representatives for management of the day-to-day activities of the contract.

The identity, title, and authority of this representative will be provided in writing to the Contractor after contact award. In this contract, information conveyed by the Contractor to the Contracting Officer’s designated representative is the same as having conveyed it to the Contracting Officer, although the COR cannot take any actions that would commit or change the contract/order price, quantity, quality, schedule/delivery, scope of work, place of performance, or any other term or condition of the existing contract.

4.13. WORK CLEARANCE REQUESTS

The Contractor shall obtain and prepare an AF Form 103, Base Civil Engineering Work Clearance Request, for all work which involves excavation, including minor digging. The AF Form 103 must be fully processed prior to beginning any excavation, alteration, or other construction work. The form requires extensive coordination with several base agencies, including furnishing all locations, complete details of the work to be performed, and sketches regarding any proposed excavation(s). The Contractor shall coordinate with appropriate utility locating agencies, including base communications cable maintenance (Items 1 through 15) of the AF Form 103. The Contractor shall obtain the form from the COR. The Contractor shall complete and follow all instructions on the AF Form 103 before start of work on base.

4.14. SAFETY REQUIREMENTS AND REPORTS

The Contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements. The Contractor will provide a verbal report to the Contracting Officer, as soon as possible, of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact.