Adjusted_PWS-Snow_Removal_-_fy14.pdf

PERFORMANCE WORK STATEMENT

FOR

SNOW/ICE REMOVAL SERVICES

GRAND FORKS AFB, NORTH DAKOTA

1 Oct 2013

TABLE OF CONTENTS

PARA TITLE PAGE

1. Description of Work/Services 2

1.1. Basic Services 2

1.1.1. Sanding/Deicing 2

1.1.2. Parking Lots 3

1.2. Snow Hauling 3

1.3. Damage 3

1.4. Obstacles 3

2. Service Delivery Summary 4

3. Government Furnished Property & Services 4

4. General Information 4

4.1. Quality Control 4

4.2. Quality Assurance 4

4.3. Government Remedies 5

4.4. Hours of Operation 5

4.5. Security Requirements 5

4.5.1. Passes and ID’s 5

4.5.2. Work in Controlled/Secured Areas 5

4.5.3. Information Protection 6

4.5.4. Anti-Terrorism 6

4.6. Records Management 6

4.7. Reports 6

4.8. Performance of Services during Crisis Declared by the

National Command Authority or Overseas Combatant

Commander 7

4.9. Modification Unit Pricing 7

4.10. Contractor Full-time Equivalent Reporting 7

5. Appendices 7

PERFORMANCE WORK STATEMENT

FOR

SNOW/ICE REMOVAL SERVICES

1. DESCRIPTION OF SERVICES. The Contractor shall provide all personnel, tools, labor, equipment, supervision, and other items required to perform snow and ice removal services of streets (estimated 22 miles of roadways) and parking areas (estimated 600K square yards of parking lots) located at Grand Forks Air Force Base (GFAFB) (excludes the airfield operations surfaces) within allotted time, as identified in Appendix B. See Appendix A for a complete listing of areas categorized by priority level.

1.1. BASIC SERVICES. The contractor shall remove snow and ice from all streets and parking lots as identified in Appendix B. The contractor shall remove snow, including drift or piles, from all remaining paved surfaces such as roads and parking lots as shown on the map in

Appendix B.

Snow removal in Priority 1 areas shall be started immediately following the first ¼” of snowfall with complete removal within 3 hours of the last ¼” of snowfall.

Snow removal in Priority 2 areas shall be started immediately following the first ¼” of snowfall with complete removal within 24 hours of the last ¼” of snowfall. Clear a two-lane driving path through all priority 2 streets and parking lots within 12 hours of the first ¼” of snowfall.

Snow removal in Priority 3 areas shall be completed within 72 hours of the last ¼” of snowfall and all parking lots within 96 hours of the last ¼” of snowfall. Clear a two-lane driving path through all priority 3 streets and parking lots within 24 hours of the first ¼” of snowfall. An additional 24-hour variance will be given for complete clearing of streets and parking lots given severe snowfall (over 12 inches in 12 hours) or severe winds (sustained winds over 25 mph).

Recurrence of snowfall: In the event of snowfall recurring within 24 hours of the first ¼” of snowfall, the contractor shall begin clearing Priority 1 areas immediately and follow the normal snow removal schedule from that point on. In the event of a continuous snowfall, the contractor shall keep Priority 1 areas clear, as well as working to clear Priority 2 and 3 areas.

1.1.1. SANDING/DE-ICING. The contractor shall immediately remove ice to provide secure footing or safe driving conditions by the snow removal operation, by sanding with salt/sand mixture, or by use of a government approved liquid deicer. Liquid deicer should be submitted to the Contracting Officer Representative (COR) for approval before use. The contractor will provide all sand as well as liquid deicer. Contractor shall remove and dispose of excess accumulations of sand to include cleaning storm drains annually. Contractor shall sweep all streets and parking lots on base at the end of each snow season. All streets and parking lots shall be free of sand and debris no later than May 1 st of each year (weather permitting). Contractor shall submit to COR their schedule of street/parking lot sweeping and provide weekly progress updates via e-mail or fax.

1.1.2. PARKING LOTS. Parking lots are to be sufficiently cleared to allow use of a minimum of 80 percent of open, vehicle free, parking spaces. The Contractor shall contact the dormitory managers, at least two days in advance, to schedule a day(s) to clean the dormitory parking lots so that the dormitory manager can arrange to have the cars moved. For safety and efficiency of clearing, it is recommended that parking lot snow piles be removed from lots during the hours of

4:30 PM-7:00 AM Mon-Fri and anytime Sat-Sun. Please see Appendix F for a list of High

Priority Snow Removal Areas.

1.2. SNOW HAULING. The contractor shall be required to haul snow and/or ice from berms between streets and sidewalks if snow bank is above 45 inches. The berms at all intersections on base shall be clear of snow to ensure safe unobstructed view of vehicular/foot traffic. The removed snow shall be deposited at areas shown on Appendix B. Snow from parking lots is also to be hauled to areas shown in Appendix B. Snow hauling shall begin within 24 hours after the snow event; contractor shall provide written report to COR daily showing what snow piles/berms have been removed/hauled. For safety and efficiency of clearing, it is recommended that parking lots be cleaned during the hours of 4:30 PM-7:00 AM Mon-Fri and anytime Sat-Sun.

1.3. DAMAGE. The Contractor shall be responsible for any damage to privately owned property and government owned property caused by Contractor personnel or equipment during de-icing/plowing operations. The Contractor shall immediately notify the COR of any such damage. The Contractor shall also be responsible for repairs to, or replacement of, any government property damaged by Contractor personnel or equipment during the performance of this contract (i.e., curbs, signs, fire hydrants, landscaping, vegetation including trees, etc.). The contractor shall submit their plan to repair damaged property by April 15 th each year, and all repairs must be completed by July 15 th of each year. The contractor shall repair broken curbs by saw cutting, removing, dowelling and replacing damaged section of curb and gutter. All repairs shall meet industry standards and items replaced shall be a like item to the damaged property.

1.4. OBSTACLES. The Contractor shall be responsible for notifying the COR in the event that an obstacle (i.e., vehicle) restricts the accomplishment or completion of the requirements of this contract. During normal base duty day operating hours (Monday-Friday 7:30 AM-4:30 PM), the

Contractor shall contact the COR. During non-duty hours (including weekends and holidays) the

Contractor shall contact the Law Enforcement Desk Sergeant, 701-747-5351, and provide a written report (email/fax is acceptable) to the COR of the incident on the next normal duty day for the base.

2. SERVICE SUMMARY. The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

See Appendix C

4. GENERAL INFORMATION.

4.1. QUALITY CONTROL. Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices.

Develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures that address the areas identified in paragraph 2, Service Summary. The COR must have a specific quality control inspector/project manager to notify in case of customer complaints. Contractor shall provide designation letter with name and contact information to COR within three business days of contract award.

4.2. QUALITY ASSURANCE. The government will evaluate the contractor’s performance in accordance with the Quality Assurance Surveillance Plan (QASP).

4.3. GOVERNMENT REMEDIES. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions - Commercial Items, for contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

Performance Objective SOW Para Performance

Threshold

Remedy Method of

Assessment

Remove Snow & Ice Prevent accumulation. Ensure paved areas are safe for vehicle or pedestrian traffic. Ensure areas have adequate deicing material for the conditions

1.1. and 1.1.1 No more than

2 valid customer complaints per service month.

Re-performance within 2 hours of notification.

Customer complaint and random surveillance.

Clear Parking Lots

Clear 2-lane driving path through parking lots within allotted time.

Ensure lots are at least 90% cleared in allotted time

1.1.2 No more than

2 valid customer complaints per service month.

Re-performance within 2 hours of notification.

Customer complaint and random surveillance.

Snow Hauling

Ensure snow is hauled from parking lots as well as from berms

1.1.3 No more than

2 valid customer complaints per service month.

Re-performance within 2 hours of notification.

Customer complaint and random surveillance.

4.4. HOURS OF OPERATION. The Contractor shall be responsible for establishing and manning a 24-hour customer complaint hotline, which shall be advertised monthly from October through April on Channel 3 of the local base television network as well as in the local on-line newspaper “The Messenger.”

HOLIDAYS: The following are official Federal Holidays:

New Years Day Labor Day

Martin Luther King Day Columbus Day

President’s Day Veterans’ Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day

4.5. SECURITY REQUIREMENTS.

4.5.1. PASSES AND ID’S. Contractor personnel must apply for a Base Identification Card to be carried while on GFAFB. All Government properties (identification cards, restricted area badges and Privately Owned Vehicle (POV) passes) must be returned within 24 hours after employment is terminated. It is the responsibility of the contractor to retrieve, turn in, or report any loss or misuse of such items to the Base Pass and Identification office.

4.5.2. WORK IN CONTROLLED/SECURED AREAS. Personnel requiring more than periodic access to restricted areas must have a government paid and provided National Agency

Check I.A.W. DOD 5200.2-R/205-32, chapter 3-612.1. The contractor shall submit the required information for all full time employees to receive favorable National Agency Check

Investigations, whom require access to secured areas. This information shall be submitted to 319

CES Security Manager, building 418. The COR and Civil Engineer Security Manager will provide assistance in the preparation of the required security forms. The sponsoring agency must insure the appropriate investigations have been completed prior to contractor personnel entering a restricted area. After the National Agency Checks are completed, employees will be issued a

USAF Restricted Area Badge. All restricted area badges shall be returned to the issuing agency upon termination of employment of employees, of contract, or access is no longer required into restricted areas. The contractor shall be responsible for pre-announcing workers into controlled secured areas. Pre-announcement is made through the controlled area monitor of the owning/using unit. Currently the only area requiring restricted area badges is the Munitions

Storage Area.

4.5.2.1. Although contractors will not be issued vehicles passes, vehicles are subject to search while on the installation. Employee privately owned vehicles will not be allowed access to restricted/controlled areas without a free zone being established. Company vehicles will be allowed access to restricted/controlled areas.

4.5.2.2. All Contractor vehicles should have markings with the company name for quick identification of ownership and notification if they are involved in an incident.

4.5.2.3. Conduct Requirements. The contractor shall ensure that his/her employees comply with all base traffic regulations and properly conduct themselves while on the base.

4.5.3. Information Protection

4.5.3.1. The security manager for the sponsoring unit (i.e., LRS, CE etc.) will determine individual requirements for contractor personnel to have a background check.

4.5.3.2. If a National NACI is determined to be required by the security manager, the security manager will coordinate the check with the wing Information Security Office.

4.5.4. Anti-Terrorism

4.5.4.1 All contractor employees requiring access to any Federally-controlled facility and logical access to Federally controlled information systems except for “national security systems” as defined by 44 U.S.C. 3542(b)(2), should be certified in Level 1 Anti-Terrorism Training. The training is accessible from any computer with access to the World Wide Web and is available at https:/atlevel1.dtic.mil/at. The contractor is responsible for ensuring that the training has been satisfactorily completed and that valid certificates of completion have been submitted to the

Contracting Officers Representative (COR) with a copy furnished to the Contracting Officer.

The Certificates are valid for one year; therefore, training shall be completed every year for the duration of the contract.

4.6. RECORDS MANAGEMENT: The Contractor shall make available in a timely manner, any permits, reports, or general performance data required in the PWS. The contractor shall create, handle and maintain records for the Air Force, regardless of medium, (in a pre-agreed medium that can be used by the Air Force ) in accordance with the requirements established in

AFRIMS Records Disposition Schedule (RDS), AFI 33-322, Records Management program, AFI 33-364, Records Disposition Procedures and Responsibilities, and AFMAN 33-363, Management of Records. Full text versions of these publications are available for download at http://www.epublishing.af.mil. The contractor’s records person should attend Records

Management Orientation Training conducted by the Base Records Manager. Inquiries as to the specific actions necessary to meet the requirements established in the above referenced publication may be directed to the GFAFB Records Management Office at (701) 747-6693 or

319 CS/SCXK, Bldg 314, GFAFB, ND, 58205-6436.

4.7 REPORTS: The Contractor shall maintain a log of all customer complaints and the corresponding resolution on a computerized log or spreadsheet, which shall be available to the

COR during normal business hours. The Contractor shall provide a current copy of the log to the

COR by the 3 rd workday of the following month. In addition to customer complaints, the contractor shall submit to the COR a report detailing amount of snow, sand and de-icer material used for the month.

4.8. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE

NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT

COMMANDER. According to DFARS 252.237-7023, Continuation of Essential Contractor http://www.epublishing.af.mil/

Services, unless otherwise directed by an authorized government representative, it is determined that snow/ice removal services under this PWS are essential to be performed during a crisis.

4.9. MODIFICATION UNIT PRICING. The contractor’s annual bid schedule price for each contract line item under Streets Priorities 1, 2 and 3 and Parking Lot Priorities 1, 2 and 3 services shall be divided by the total square yards of that particular category as identified in Appendix A

(total of square yards of streets or parking lots in each estimated quantity category). The resultant figures represent six distinct prices per square yard, one for each priority of snow/ice removal service, and shall be used for modifications. The overall snow/ice removal cost per year for a particular priority would then be the cost per square yard multiplied by the appropriate additional square yardage and the same for subtracted square yardage. The modification unit pricing shall be calculated upon contract award and then recalculated at the beginning of each option period.

Those figures shall be used for any modifications throughout each contract performance period.

4.10. CONTRACTOR FULL-TIME EQUIVALENT REPORTING. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

(a) Reporting inputs will be for the labor executed during the period of performance for each

Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported anytime during the FY, all date shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting

Application (CMRA) help desk.

(b) Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to public with the contractor name and contract number associated with the data.

(c) Data for S=Air Force service requirements must be input at the Air Force CMRA link.

However, user manuals for government personnel and contractors are available at the Army

CMRA link at http://www.ecmra.mil.

5. APPENDICES.

A. Estimated Workload Data

B. Maps and/or Site Plans

C. Government Furnished Property/Services/Equipment

D. Contractor Furnished Items

E. Historic Snowfall Data

F. High Priority Snow Removal Areas http://www.ecmra.mil/ http://www.ecmra.mil/

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED

QUANTITY

1 PRIORITY 1 STREETS – O&M 116,618 Square Yds

2 PRIORITY 2 STREETS – O&M 73,726 Square Yds

3 PRIORITY 3 STREETS – O&M 143,342 Square Yds

4 PRIORITY 1 PARKING LOTS – O&M

58,179 Square Yds

5 PRIORITY 2 PARKING LOTS – O&M 74,652 Square Yds

6 PRIORITY 3 PARKING LOTS – O&M 466,280 Square Yds

APPENDIX B

MAPS AND/OR SITE PLANS

Map is separate file.

APPENDIX C

GOVERNMENT FURNISHED PROPERTY/SERVICES/EQUIPMENT

The following list of square footages is intended to be used as an estimate only. Facilities or parts thereof provided to the Contractor will be shown during site visit to the Contractor prior to contract implementation.

Facilities. The government will provide a plot of land and facility on contractor row address: 490

Contractor Row. The estimated size of the plot is 10,000 SF. The facility size (80’X 120’) is estimated 9,600 square feet, overhead infrared heat, with concrete flooring and insulated steel siding. The facility has an office (estimated 150 square feet), two unisex bathrooms, two overhead doors (16’W x 14’H), one personnel door and one window. Facility has floor drainage and a grit chamber to collect any debris prior to water leaving facility. Facility is Americans with Disabilities Act (ADA) accessible. The Contractor shall be responsible for physical security and general maintenance (Examples: light bulb replacement, lock repair, grounds maintenance) of the facility. All maintenance and repair must be documented and turned over to the

Government at termination of this contract. The government will provide non general maintenance (Examples: roof leaks, heating/electrical repairs). The contractor shall call customer service @ 701-747-3111 to initiate a work order request for repair/modification. The contractor shall not alter the facility in any way without an approved work request form AF332. The contractor may with an approved work request form AF332 alter/install facility/equipment to enhance the efficiency of this contract. At contract end the contractor may remove said improvements or leave at no cost to the government. Contractor facilities and plot shall be maintained (operational/neat in appearance) twelve months of the year. The contractor and COR shall inspect facility at contract award and yearly thereafter. The government will schedule/provide facility manager training to contractor appointed facility manager IAW GFAFB

Instruction 32-106, Facility Managers Procedures and Responsibilities.

Utilities. The government is responsible to provide and maintain meters for all utilities. The

Contractor shall be billed monthly and make required payment monthly. Failure to make payment will result in invoice deduction the month following the payment month. The

Contractor shall be responsible for securing commercial telephone service for making and receiving calls. The Contractor shall contact 319th Civil Engineer Squadron and establish a utility sales agreement within 14 days of contract award. Contractor is responsible for all wastewater discharge to include any blockages caused by improper dumping or draining into wastewater system. If utility connections freezes or breaks occur due to the Contractor's negligence, he/she shall be responsible for repairing the damage at no additional cost to the

Government.

APPENDIX D

CONTRACTOR-FURNISHED ITEMS

General. The Contractor shall furnish all necessary supplies, materials, protective clothing, tools, support equipment, labor, facility, and vehicles required to perform all operations required by this PWS.

Facilities. The Contractor shall provide a portable structure subject to approval by the government for storage space for flammable supplies. This portable structure shall be equipped with an adequate locking device to protect materials and shall meet all OSHA requirements. The contractor shall clean grit chamber and sediment tank as required and dispose of in accordance with state and federal regulations. At contract termination the facility will be clean, free of debris and 100% operational. Government reserves the right to refuse the condition of facility at contract end and direct re-performance. Contractor shall be responsible for all general maintenance, to include custodial, refuse/recycling collection, snow removal and grounds care, for facility and the entire plot of land for the duration of the contract.

Facility Manager. The contractor shall appoint, in writing, a facility manager IAW GFAFB instruction 32-106. Facility manager shall attend government provided training. COR will schedule appointed facility manager within 120 days of contract award.

APPENDIX E

HISTORIC SNOWFALL DATA

# of snow events Events over ¼” Mo snow total

2004 JAN 22 6 31.0

FEB 14 4 3.6

MAR 14 5 6.90

APR 0 0 0

OCT 0 0 0

NOV 4 3 1.3

DEC 16 8 14.6

2005 JAN 17 8 14.0

FRB 12 2 1.3

MAR 10 3 1.9

APR 0 0 0

OCT 0 0 0

NOV 7 3 3.5

DEC 3 2 9.2

2006 JAN 3 3 7.0

FEB 5 2 10.5

MAR 6 2 5.0

APR 0 0 0

OCT 1 1 .90

NOV 6 1 1.8

DEC 3 2 7.5

2007 JAN 1 1 .09

FEB 5 3 10.6

MAR 4 3 13.2

APR 0 0 0

OCT 0 0 0

NOV 4 2 2.10

DEC 3 3 17.37

2008 JAN 2 1 .04

FEB 0 0 0

MAR 0 0 0

APR 0 0 0

OCT 0 0 0

NOV 2 2 .6

DEC 14 11 24

2009 JAN 6 4 3.3

FEB 5 3 4.0

MAR 8 5 13.5

APR 1 1 3.0

OCT 2 2 2.6

NOV 0 0 0

DEC 8 7 16.2

2010 JAN 5 4 5.7

FEB 17 7 8.6

MAR 6 0 .4

APR 4 0 0

OCT 0 0 0

NOV 11 8 12.0

DEC 14 5 14.4

2011 JAN 12 9 11.2

FEB 4 3 1.3

MAR 6 5 8.6

APR 4 3 9.4

OCT 0 0 0

NOV 2 2 1.2

DEC 0 0 0

2012 JAN 8 6 3.8

FEB 7 6 6.05

MAR 4 4 5.3

APR 0 0 0

OCT 1 1 2.7

NOV 4 3 4.53

DEC 11 6 5

2013 JAN 6 4 2.3

FEB 0 0 0

MAR 0 0 0

APR 0 0 0

APPENDIX F

HIGH PRIORITY SNOW REMOVAL AREAS

The following areas shall be cleared first among the areas listed or shown on the map for that priority level. The following areas are not listed in any preferential order, and are subject to change if directed by COR.

PRIORITY I:

Bldg. 109 - Hospital access through parking lots

Bldg. 314 - Communications Squadron

Bldg. 339 - Security Forces Squadron Armory

Bldg. 408 - Base Supply (North parking lot)

Bldg. 607 - North parking lot

PRIORITY II:

Bldg. 168 - Child Development Center (by 6:30 a.m. M-F)

Bldg. 307 - Wing HQ (south lot)

Bldg. 415 - Transportation (North, east, south, and west parking lots to include refueling station)

Bldg. 542 - Squadron Operations Building

Bldg. 517 - Electrical Shop Bucket Truck Parking Garage

PRIORITY III:

Bldg. 580 - Tank Farm

Bldg. 308 - Base Gym

Bldg. 101 - Military Personnel Flight

Bldg. 105 - Base Exchange (by 6:30 a.m. M-F) (8:00 a.m. Sat-Sun)

Bldg. 108 - Post Office

Bldg. 118 - Northern Lights Club

Bldg. 121 - Youth Center

Bldg. 124 - Sunflower Chapel (Before services)

Bldg. 202 - Bowling Alley

Bldg. 241 - Commissary (by 6:30 a.m. M-F) (8:00 a.m. Sat-Sun)

Bldg. 208 - Prairie Rose Chapel (Before services)

Bldg. 233 - 319th Mission Support Group/CC (North and west lots)

Bldg. 243 - Shoppette

Bldg. 252 - Education Center

Bldg. 255 - Area Defense Counsel

Bldg. 316 - Liberty Square

Bldg. 410 - Civil Engineer (North and south parking lots)

Bldg. 411 - Civil Engineer (East and south parking lots)

Bldg. 418 - Civil Engineer (North, east, and south parking lots)

Bldg. 459 - Fuels (East parking lots)

Synthetic Natural Gas (SNG) Plant Access Road