1._PWS_Grounds_MX2.pdf

Table of Contents

1. Description of Services

1.1. Improved Grounds Maintenance

1.2. Semi-Improved Grounds Maintenance

1.3. Unimproved Grounds Maintenance

1.4. Vegetative/Inert Beds and Related Areas. RESERVED

1.5. Surface Drainage Ditch Maintenance

1.6. Snow/Ice Removal

1.7. Special Requirements

2. Service Delivery Summary (SDS)

2.1. Quality Control

2.2. Quality Assurance

2.3. Performance Assessment

2.4. Periodic Progress Meetings

3. Government-Furnished Property and Services

3.1. Facilities

3.2. Utilities

3.3. Materials

3.4. Security, Fire, and Medical Services

3.5. Telephone

3.6. Solid Waste and Collection Disposal

4. General Information

4.1. Mission

4.2. Background. RESERVED

4.3. Damage to Government Buildings, Equipment or Vegetation. RESERVED

4.4. Environmental Requirements

4.5. Base Entry Procedures and Airfield Security Requirements

4.6. Hours of Operation

4.7. Recognized Holidays

4.8. Security Requirements

4.9. Performance of Service during Crisis or Heightened Security

4.10. Special Qualifications

4.11. Interfaces

4.12. Contracting Officer and Contracting Officer Representative (Quality Assurance Personnel)

4.14. Safety Requirements and Reports

4.15. Changes in Scope of Work

4.16. Manpower Reporting

5. Appendices Appendix A: Grounds Description/Workload Estimates Appendix B: Area Maps or Site Plans Appendix C: Data Requirements Appendix D: Irrigation Systems Appendix E: Definitions Appendix F: Affirmative Procurement Form Appendix G: GFAFB Security Requirements

PERFORMANCE WORK STATEMENT FOR GROUNDS MAINTENANCE SERVICES

1. Description of Services. The contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at Grand Forks

AFB, North Dakota 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’s (CO) evaluation and Contracting Officer’s Representative (COR) (Quality Assurance Personnel) and the results required by the

Service Delivery Summary (SDS) 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 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. Improved Grounds Maintenance. Improved grounds are identified in Appendix A and B. Improved grounds are areas that require more frequent maintenance such as cantonment areas, parade grounds, drill fields, schools, athletic areas and cemeteries. Mowing for special events shall not be included in this requirement.

1.1.1. Mowing. The contractor shall mow all improved grounds to look well-manicured with a neat and professional appearance at all times. The contractor shall 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. Edging. The contractor shall edge sidewalks, 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, parking entrance, 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. The contractor shall edge all areas concurrent with mowing.

1.1.3. Trimming. 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 remove or mulch grass clippings when visible after trimming, before leaving work area.

1.1.4. Irrigation. The contractor shall operate, maintain, adjust, and repair existing lawn irrigation systems during the growing season ONLY in the following areas: See Appendix D

1.1.4.1. Irrigation System Operation. The contractor shall irrigate to maintain the health of the turf ensuring no ponding of water, excessive runoff, etc. See Appendix A and B. The contractor shall position hoses, etc., for manual watering and then remove/store hoses, etc., between watering’s to ensure a neat, clean appearance of areas. 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, the contractor shall notify the CO or COR of the reason for daytime watering, and the duration daytime watering will be in progress.

Irrigation responsibilities also include setup, monitoring, adjusting, etc., of irrigation system computer, clocks/timers, controllers, pumps, etc. The contractor shall be responsible for day-to-day operation of the automated irrigation systems.

1.1.4.2. Irrigation System Maintenance. Irrigation system 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 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 B. The contractor shall repair any damage to irrigation system components caused by contractor actions at no additional cost to the government. All equipment shall be replaced with the same type and same brand name unless otherwise approved by Quality Assurance Personnel (QAP).

1.1.4.3. Winterization of Irrigation Systems. Each year all irrigation systems shall be winterized by closing off the primary irrigation control valve and utilizing compressed air to remove all water from the irrigation system.

Winterization shall be coordinated with QAP to ensure backflow preventers are also winterized or removed. Contractor shall tag the irrigation system shut off valve with the following information: “system winterized,” the date, and performed

by. Repairs to irrigation equipment must be accomplished prior to winterization. Systems shall be de-winterized each spring.

1.1.5. Debris Removal/Grounds Policing. RESERVED.

1.1.5.1. Dead Animals. RESERVED.

1.1.6. Detritus Removal. The contractor shall remove detritus within 15 days upon issue of the work order for this special requirement. Detritus is defined as any size of fallen tree limbs, organic debris and leaves, or damaged limbs expected to fall within a growing season. Dispose of all debris at an off-base location in accordance with existing local, state, and federal regulations. This task will not be issued more than two times per year, and not to exceed acreage identified in Appendix A, workload estimates. Acreage found in Appendix A is calculated by total area estimated for detritus removal 2 times per year.

1.1.7. Fertilization. RESERVED.

1.1.8. Pest Control. The contractor shall control weeds in airfield pavement joints, cracks and POL storage areas through execution of a weed control program appropriate for the area to maintain a professional appearance. The contractor shall eliminate grass and weeds in cracks from all common sidewalks, common curbs, parking areas, runway, parking ramps and taxiways. Coordinate with Airfield Management to gain access to runway. Efforts shall be made to maximize effectiveness of spraying while minimizing usage of chemicals.

1.1.8.1. 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 in the areas covered by 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 4150.07, DoD Pest

Management Program, Encl 4 Para 4.2.2 and AFI 32-1053, Pest Management Program, Para 4.7.4 and 4.7.6. All pesticides, herbicides, and rodenticides 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, Labor, Occupational Safety and Health Standards, 29

CFR 1925, Labor, 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.

The contractor shall control weeds through execution of a weed control program appropriate for the area. All herbicides used by the contractor must be on the Armed Forces Pest Management Board approved list of pesticides IAW AFI 32-

1053 Para 4.5. If non-standard herbicides are required by the contractor, then approval must be obtained by the Command

Entomologist through the installation pest management shop. The Civil Engineer Asset Management Flight must approve all herbicides prior to use. All herbicides used must be on the installation-approved inventory list and applied by certified personnel.

1.1.8.2. Noxious Weed Control. The Federal Noxious Weed Act (7 USC 2801 et seq.) and Executive Order 13112 require federal agencies to monitor and control noxious weeds on federal properties. The contractor will apply herbicides as practical to control noxious weeds and comply with AFI 32-1053, Pest Management Program. The contractor shall limit possible seed transport from infested areas to non-infested areas. There are over 100 noxious weeds identified at http://www.aphis.usda.gov/plant_health/plant_pest_info/weeds/downloads/weedlist.pdf. The base has identified 9 noxious weeds: 1) absinth wormwood, 2) bull thistle, 3) Canada thistle, 4) field bindweed, 5) leafy spurge, 6) musk thistle,

7) perennial sow thistle, 8) spotted knapweed, and 9) wavy-leaf thistle. Public law 93-629 mandates control of noxious http://www.aphis.usda.gov/plant_health/plant_pest_info/weeds/downloads/weedlist.pdf/weedl weeds. Contractor shall limit possible seed transport from infested areas to non-infested areas. Avoid activities in or adjacent to heavily infested areas or remove seed sources and propagules from site prior to conducting activities. Wash or otherwise remove all vegetation and soil from equipment before transporting to a new site. If any fill material is used, it should be from a weed free source.

1.1.9. Lawn Renovation. If lawn areas are damaged due to contractor action, the contractor shall renovate at no additional cost to the government.

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 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 to a minimum of 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.

1.1.11. Golf Course Maintenance. The roughs on the base golf course shall be maintained to improved standards. The areas of contractor responsibility are shown in Appendix B.

1.2. Semi-Improved Grounds Maintenance. Semi-improved grounds are identified in Appendix A and B.

1.2.1. Mowing. The contractor shall maintain grass height between 4 and 10 inches in all semi-improved grounds areas except in airfield areas designated as Bird Aircraft Strike Hazard (BASH) areas. The contractor shall maintain grass height between 7 and 14 inches in BASH areas. The contractor shall mow grass on airfield grounds only after Airfield

Management has approved scheduled times. The contractor shall maintain a uniform appearance in all areas. Where possible, the contractor shall maintain adjacent areas at or near the same grass heights.

1.2.1.1. Bird Aircraft Strike Hazard (BASH) Abatement. The contractor shall perform BASH abatement for all areas within the airfield boundaries. The limits of the airfield boundaries are shown in Appendix B. The purpose of BASH abatement is to control bird flocking and nesting in order to reduce BASH mishaps. The contractor shall perform BASH abatement in accordance with Air Force Pamphlet 91-212, Bird/Wildlife Aircraft Strike Hazard (BASH) Management

Techniques, Para. 2.3, dated 1 Feb 2004 and local BASH committee direction. COR can assist in obtaining AF Pamphlet

91-212.

1.2.1.2. GFAFB Perimeter Fence. The contractor shall maintain the base perimeter fence to semi-improved standards as identified in Appendix A and B. The contractor shall maintain a 20-foot-wide area on both sides of the fence with the exception of areas that are already maintained to improved standards.

1.2.1.3. Landfill Cap. The contractor shall accomplish mowing on approximately 96 acres of the landfill cap as indicated in Appendix A and B. Contractor shall maintain grass on landfill cap between 7 and 14 inches in height. There shall be no clumps of grass, windrows of grass, or ruts/scalping from the equipment when finished. The site is a controlled area, and access is obtained by calling 319 CES/CEV at 747-4183 at least two days in advance. The contractor is responsible for locking gates after work is completed each day.

1.2.1.4. Lagoons. The contractor shall maintain the grass area from the sewage lagoon to the perimeter fence as identified in Appendix A and B. The contractor shall maintain grass heights between 7 and 14 inches; the contractor shall not blow grass clippings into the lagoon and shall leave no clumps of grass or windrows after mowing is complete. Additionally, both sides of the road leading out to the lagoon shall also be maintained to 7-14 inches. The site is a controlled area, and access is obtained by calling 319 CES/CEV at 747-4774 at least two days in advance. The contractor is responsible for locking gates after work is completed each day.

1.2.2. Trimming. 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 semi-improved grounds. The contractor shall match trimming height to surrounding area grass height. The contractor shall trim all areas concurrent with mowing. The contractor shall mulch or remove grass clippings when visible after trimming, before leaving work area.

1.2.2.1. Landfill Cap. The contractor shall also trim areas around culverts, gas vents, monitoring wells, fence-line and any other items/areas that cannot be accessed by mowers.

1.2.2.2. Lagoons. The contractor shall maintain riprap around the lagoon weed free from the water level to grass area, which can be accomplished by mechanical or chemical means; however, chemicals must be approved by 319 CES/CEV prior to use and cannot make contact with surrounding vegetation or water.

1.2.3. Airfield Coordination. The contractor shall coordinate all activities on the airfield by contacting Airfield

Management. The contractor shall accomplish work only after Airfield Management has approved scheduled times.

1.2.3.1. Flight Line Drivers. All contractor employees must complete training prior to operating vehicles or mowers on the flight line. All employees working on airfield grounds shall be required to have an AF Form 483, Certificate of

Competency (Flight line driver’s license) with them at all times. Vehicles must have a valid POV pass issued by Airfield

Management prior to operating on the flight line. The contractor shall leave no equipment unattended while working in these areas. The contractor shall be responsible for insuring that all foreign objects and debris produced by grounds maintenance is cleared off of all taxiways, runways, and aircraft parking aprons before leaving the work area.

1.2.3.2. Airfield Tower Communications. The contractor shall be radio-equipped to maintain constant two-way radio contact with the control tower and Airfield Management when operating near runways, overruns, and taxiways. The contractor shall maintain contact with the control tower when operating on or within 150 feet of the runway. The contractor shall provide all communication equipment required for this contract. The government shall provide the transceiver frequency to the contractor. All equipment shall be VHF type with a minimum five mile range and shall have private line capability. The contractor shall be responsible for any changes to radio types that the base makes in the course of this contract, i.e. frequency changes. The contractor shall respond immediately to the directions of the Air

Traffic Control tower personnel.

1.2.3.3. Airfield Light Fixtures. The contractor shall cut a 10 foot wide path between 4” and 6” in height around the perimeter of the airfield pavement to include trimming around runway and taxiway lights and other fixed obstacles and temporary obstacles/objects in accordance with improved grounds standards. This service also includes the requirement grass, vegetation and weeds shall not extend over the edge of concrete, pads, taxiways, runways, and paved or asphalt areas.

1.3. Unimproved Grounds Maintenance. Unimproved 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, at an appropriate date, so that grass height will not exceed 14” throughout the year.

This service is issued as a work order and shall be completed and not to exceed (14) workdays.

1.4. Vegetative/Inert Beds and Related Areas. RESERVED.

1.5. Surface Drainage Ditch Maintenance. 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.

1.6. 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 of 3 feet wide 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 areas, shall be removed when accumulation exceeds one (1) inch or within one (1) hour after snowfall stops.

For areas identified as Priority 2, the contractor shall remove snow when accumulation exceeds three (3) inches or within two (2) hours after snowfall stops. This may require multiple snow/ice removals each day. Buildings 109, 168, 120, and

121 along with handicap parking spots at buildings 102, 408 and 418 shall be cleared as Priority 1. Building 108, 241, and 307 will be cleared as Priority 2. This may require multiple snow/ice removals each day. When snowfall is heavy or accumulations become excessive, the contractor must place excess snow in accumulation points identified in Appendix B.

1.6.1.1. Fire Hydrant Snow/Ice Removal. The contractor shall remove snow from all fire hydrants identified in

Appendix A and B. The contractor shall clear a path from the street, parking lot, or most likely access for a fire fighting vehicle to the hydrant. The contractor shall accomplish snow removal an additional 48” of snow removal completely around the hydrant. The contractor shall perform snow removal when snow accumulation is within 1 foot from the bottom of the lowest fire hose connection cap. The contractor shall remove any material deposited by street clearing operations that hamper access to the hydrant. The contractor is responsible for the repair of any fire hydrant damaged during snow removal operations. The contractor shall have all fire hydrants cleared within 24 hours after the last snowfall, drifting, or snow accumulation from street clearing.

1.6.1.2. Airfield Gates. The contractor shall clear all snow and ice along the tracks of five airfield gates so that the gates are not hindered in movement while opening and closing. (Identified in Appendix B) And, all snow and ice shall be removed from pavement approximately 50 ft. East and 50 ft. West of each gate as allowable, to include a 10 ft radius around each Advantor card reader. In addition, the contractor shall clear snow and ice to within 10 feet from two airfield pedestrian gates as identified in Appendix B.

1.6.1.3. Install/Remove Snow Fence. The contractor shall install and remove snow fencing and posts. Snow fence quantities/locations are indicated in Appendix A and B. The government will provide and store all snow fencing and posts. For safety reasons, the fence shall be affixed to the posts the same day the posts are installed, and likewise posts shall be removed the same day the fencing is taken down. The contractor shall obtain a completed AF Form 103, Base

Civil Engineering Work Clearance Request, before posts are installed. The contractor shall install and maintain all such materials as necessary. The contractor shall complete installation between 1-15 October. The contractor will only accomplish this this task through issuance of a work order by the CO or COR. The government will inform the contractor when to remove the snow fence.

1.7. Special Requirements.

1.7.1. Trees. Emergency pruning or trimming shall be accomplished in accordance with the American National Standards

Institute ANSI A300 Part 1 industry standards. Emergency pruning might be required to lift, remove, and/or cutback branches that conflict with normal traffic or safety. 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. Minimum clearance from primary lines (over 600 volts) shall be 8 feet. Minimum clearance from secondary lines (fewer than 600 volts, i.e. electric service drops, telephone, and cable TV) shall be 4 feet. The contractor shall be responsible for removing all debris generated from trimming or pruning operations.

1.7.1.1. Tree Care. RESERVED.

1.7.1.2. Tree Standards.

The contractor shall perform all emergency 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 CO or COR. The contractor shall complete an emergency spot pruning/trimming within seven (7) days 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. RESERVED.

1.7.1.5. Emergency Tree and Stump Removal. The contractor shall accomplish emergency tree and stump removal 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 seven (7) days of the tree removal date. Stump-grinding debris shall be removed the same day grinding is performed; the contractor shall backfill with topsoil, and lay sod to match the existing ground grade. Trees identified for removal shall be considered within the following categories, Large, Medium, and Small, 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” and above, remove within seven (7) days from the work order date.

Medium Trees: Diameter 24” to less than 36”, remove within seven (7) days from the work order date.

Small Trees: Diameter 3” to less than 24”, remove within seven (7) days from the work order date.

1.7.2. Emergency Services. The contractor shall upon notification by the CO through the issuance of an oral or written work order, perform emergency 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. Oral work orders for emergency services to minimize damages or mitigate hazardous conditions will be confirmed with written work orders.

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. Service Delivery Summary (SDS). The contract service requirements are summarized in performance objectives that relate directly to requirements. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SDS 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.

PERFORMANCE

OBJECTIVE

PWS PARA.

PERFORMANCE

THRESHOLD

REMEDY

METHOD OF

ASSESSMENT

Performance Objective PWS Para Performance

Threshold

Remedy Method of

Assessment

SDS-1

a. Maintain Improved

Grounds.

b. Maintain Semi-improved

Grounds

(BASH area included)

Paras. 1.1.,

1.2 & 1.3, Inclusive

No more than five

(5) valid defects per month

Re-performance

Within in 8 hours of notification.

Periodic

Validation

SDS-2

Maintain Unimproved

Grounds

Para. 1.3

No more than zero (0) defects per month

Re-performance

Within in one day or a mutually acceptable timeframe to CO, COR or contractor

SDS-3

a. Mowing Golf Course

b. Snow & Ice Removal

Para. 1.1.11

Para. 1.6.

No more than 3 valid complaints for each month.

Re-performance

Within in 4 hours of notification.

Customer Complaint, Random Surveillance and Periodic

Validation

SDS-5

Quality Control.

Contractor’s quality control plan

(incorporated into contract after award)

Para. 2.1.

Periodic

Validation

Contractor shall complete a written

Corrective Action

Report

Periodic Validation

SDS-6

Reports and Records

Submittals.

Para. 4.17.1.

100% of required reports and records must be submitted on time and accurate.

Contractor shall submit reports within 2 hours of

CO or COR’s request.

Validation

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. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The contractor shall submit a written quality control plan to the contracting officer for approval. The contractor shall submit the plan 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. 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 in accordance with 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. Periodic validations will be conducted on a daily, weekly, monthly, quarterly, semi-annual or annually basis 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

SDS 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 SDS 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.

2.4. Periodic Progress Meetings. The CO, Functional Commander, COR, other government personnel as appropriate, and the contractor meet quarterly to discuss the contractor’s performance. The following issues could potentially be discussed:

- Opportunities to improve the contract

- Any modifications required of the contract

- Unsatisfactory inspections and trends against each performance objective observed

- Positive performance

- Steps taken by the Contractor to prevent unsatisfactory occurrences in the future.

The minutes of these meetings will be reduced to writing, 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. The government will provide, without cost, the facilities, equipment, materials and services listed below for use in support of the requirements of the contract:

3.1. Facilities. The government will provide the contractor with building 493, an approximately 2,400-square-foot grounds maintenance facility, located on Contractor’s Row; facility (40’ x 60’) includes 1 roll-up door 12 feet wide by 14 feet high, 2 personnel doors, 1 bathroom, and 1 office 10 feet wide by 15 feet long. At contract start/end the COR/contract manager will inspect the facility for condition. At contract end the COR may direct additional effort by the contractor to restore the facility to the original contract start condition. The contractor shall designate a facility manager that will be trained on their responsibilities by the 319 CES customer service personnel. Contractor shall provide daily general maintenance (clean, replace light bulbs…) and upkeep of the facility. The contractor shall call 319 CES customer service for other than general maintenance. 319 CES will perform all maintenance other than general maintenance. At no time will the contractor modify/alter the facility’s structure without advanced approval from the contracting officer. The contractor is responsible for developing procedures covering key control and must ensure all keys issued by the government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the contractor shall be duplicated. In the event that keys are lost and/or duplicated, the contractor will be required, upon direction of the contracting officer, to re-key or replace the affected locks; however, the government, at its option, may replace the affected locks or perform re-keying.

3.2. Utilities. The government will furnish water, sewer, natural gas, and electricity for contractor facility. The government shall maintain utility meters, and contractor will contact Civil Engineering Squadron to establish a Utility

Sales Agreement. The contractor is responsible for payment of utilities used; if not paid that amount will be deducted from monthly invoice. The contractor is responsible for all discharge to include any blockage caused by improper dumping and/or draining into the waste system. Discharge shall not cause the occurrence of upset and/or bypass within the wastewater system.

3.3. Materials. The Government will provide snow fence and posts as identified in Paragraph 1.6.1.3., and Appendix A.

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 contractor shall be responsible for securing a local commercial telephone service for making and receiving calls.

3.6. Solid Waste and Collection Disposal. The contractor shall be responsible to provide refuse, recycling, snow removal, grounds maintenance, and rodent control. The contractor shall adhere to all base level recycling programs. The

COR shall identify these specific programs and there locations.

4. General Information.

4.1. Mission. The overall Civil Engineer mission at Grand Forks Air Force Base 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. Damage to Government Buildings, Equipment or Vegetation. RESERVED

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

Grand Forks AFB meets the strictest requirements in effect. The contractor’s materials, chemicals, and equipment used in the performance of services on the installation will be in accordance with industry standards, local, federal and state laws, and manufacturers’ recommendations. The contractor will submit Material Safety Data Sheets for approval on all materials 15 days prior to use. The contractor shall make all environmental and hazardous material records available at the beginning of the next duty day after the government’s request to view the records.

4.4.1. 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.

4.4.1.1. 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.

4.4.2. Pesticides. All pesticides must be approved prior to use by the Command Entomologist if not on base approved list

(Submit list with intended uses via the CO). The contractor shall provide an inventory of hazardous materials with the applicable Material Safety Data Sheet (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 CO 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. The contractor shall perform pesticide storage and mixing operations off base.

4.4.2.2. Monthly Reports. The contractor shall submit a report to the COR by the 5th working day of the following month, listing all pesticide applications made. Include pesticide name, use concentration, amount applied, date, and detailed location of use. A DD Form 1532 will be provided on request to facilitate record keeping.

4.4.2.3. Inspections. 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

MSDS and AF Form 3952s.

4.4.4. Hazardous Materials Management. The contractor shall remove all hazardous materials by the end of each workday. The 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, 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. Base Entry Procedures and Airfield Security Requirements.

4.5. 1. Special Provisions for Working on or Near the Airfield. By basic definition, all areas within the airfield fence are considered on the airfield. This is a controlled area, and entry can be gained by escort from owner/user of the area or obtaining a flight line badge. Projects requiring airfield access will have special provisions in the individual RFPs, in addition to what is contained in this section.

4.5.1.1. Coordination of work. The contractor shall coordinate airfield work (design and construction) through the base operations, Security Forces, Civil Engineering and the contracting officer (CO). The contractor shall contact Base Operations for daily construction restrictions involving the flight line, taxiway, and runway areas, and shall comply with DOD FAR SUP 252.236-7005, Airfield Safety Precautions, AFI 13-213, Airfield

Management, Grand Forks AFBI 24-101 Flightline Driving..

4.5.1.2. Closures. All runway or taxiway closures will require the coordination of Base Operations through the CO not less than fourteen (14) calendar days prior to the requested closure, unless otherwise provided for in these specifications. The contractor will make the maximum utilization of time during the requested closure period, and schedule his/her operations in phases if necessary so as to minimize the effect of construction closures on normal base operations. Upon completing the work requiring the closure, the contractor shall immediately notify the CO so normal operations may resume.

4.5.1.3. Personnel Safety Precautions. Jet aircraft operating on the runways, taxiways, and aprons make the area of construction a zone of high level noise. The contractor shall take the necessary precautions, such as the use of ear plugs or muffs to prevent injury to the auditory systems of all personnel working in the area.

4.5.4. Restrictions. The government does not allow personal use vehicles inside the flight line fence. The contractor’s employees and subcontractors shall park their personal vehicles in authorized parking lots outside the flight line fence. Personnel requiring entry to the flight line shall be escorted by owner/user of the area or possess a line badge. Contractor vehicles required in the performance of the work shall have a company sign

(minimum size 6 inches by 18 inches) on both front doors. No contractor vehicles, equipment, or personnel shall be on or crossing any active runway or taxiway, except during construction period closures as outlined herein, or when the escort requests and gains clearance from the control tower. The contractor shall NOT open a trench unless material is on hand and ready for placing in the trench. As soon as practicable after placing material and obtaining approval for the work, the contractor shall backfill and compact trenches as required by the contract.

4.5.1.5. Cleanliness of Work Area. The contractor shall maintain the cleanliness of taxiway, runway, and apron pavements at all times in order to prevent foreign object damage (FOD). The contractor shall remove all materials and equipment to a safe distance from the runway as required by base operations.

4.5.1.6. Emergencies. There may be periods when the government, due to declared aircraft emergencies, will require the contractor to vacate the work site and move his/her personnel and equipment a distance of several hundred feet away from the work site. Such removals, when ordered, will come on short notice and require expeditious action.

4.5.1.7. Airfield Security Restrictions. The government will not grant access to restricted areas for the contractor and/or subcontractors without a proper escort from owner/user of the area or establishment of a Free

Zone. Five (5) work days prior to commencing work, the contractor shall submit, in writing, a list of all personnel who will perform work in the restricted area.

4.5.1.8. Security forces will be included in the contracts Multi-functional Team.

4.5.2. Restricted/Controlled Areas Entry Procedures. Security requirements for Air Force facilities under control of Grand Forks Air Force Base are specific and rigidly enforced. Levels of security include Restricted and Controlled areas. Differing degrees of security are enforced at each area. Minimum security requirements, common not only to each of these secure areas, are also required for entry onto Grand Forks AFB. Questions of clarification on locations or procedures for controlled/restricted areas contact Security Forces at 701 747-4234.

These minimum requirements are outlined below.

4.5.2.1. Restricted areas are identified in GFAFBI 31-101 Grand Forks AFB Installation Security Instructions and include the Command Post (CP) and Mass Parking Area (MPA). Each area is fenced or conspicuously identified by posted signs and red Lines.

4.5.2.2. Controlled areas include many base facilities; only a few of are located within the base aircraft flight-line controlled area. Each of these areas is identified in GFAFBI 31-101 and each is conspicuously identified by posted signs.

4.5.3. Work in Restricted/Controlled areas.

4.5.3.1. Restricted Areas: Contractor’s personnel must be escorted by Owner/User of the area when in the restricted area. Work in this area may require the creation of a free zone so the contractor’s personnel can work in the area without security escorts. The contractor shall work with the Owner/User of the restricted area to establish this area. The request to establish this free zone is to be initiated by the Owner/User of the area in question. Once the Free Zone is authorized, Security Forces will assist in the establishment of the area per

GFAFBI 31-101 requirements. Contractor personnel may need to be escorted by the Owner/User from the perimeter of the restricted area to the free zone and back out.

4.5.3.2. Controlled Areas: Contractor’s personnel must be escorted by owner/user of the area when in the controlled area. Work in this area may require the creation of a free zone so the contractor’s personnel can work in the area without security escorts. The contractor shall work with the Owner/User of the controlled area to establish this area. Once the Free Zone is authorized, Security Forces will assist in the establishment of the area per GFAFBI 31-101 requirements. Contractor personnel may need to be escorted by the owner/user from the perimeter of the controlled area to the free zone and back out.

4.5.3.3. Contractors will be required to provide weighted construction barrels and rope to mark the free zone

4.5.3.4 Contractor must contact Security Forces at 747-5351 when the area is opened or closed.

4.5.4. Minimum Security Requirements (All Areas Including Base Entry).

4.5.4.1. Visitor Passes: The Commercial Visitor Control Center will issue a SFMIS AF Form 75 (Visitor

Pass) to the contractor and his/her employees upon completion of screening process for the duration of the contact. The screening process takes time, and the contractor shall visit the Commercial Visitor Control Center prior to expecting base entry to receive required forms and instruction on the application process, to include estimated time of receiving the visitor pass.

4.5.4.2. 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.

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

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

4.5.5. Information Protection

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

4.5.5.2 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.

4.5.6 Anti-Terrorism

4.5.6.1 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.

4.5.6.2. Unit anti-terrorism managers will be responsible for organizing this level 1 training.

4.6. Hours of Operation. The contractor shall perform grounds maintenance services during normal duty hours which are

7:00 A.M. through 5:00 P.M. on Mondays through Fridays, and none on weekends unless approved by the COR or CO.

There may be situations that require the contractor to work at times other than normal working hours. The exception to this is snow removal operations during the winter months when the contractor is required to meet snow removal timelines

(to include weekends). When the contractor’s work schedule conflicts with an Air Force mission requirement, advise the

COR 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; the holidays are:

New Year’s Day - 1 January*

Martin Luther King Day – 3 rd

Monday in January*

Presidents Day – 3 rd

Monday in February*

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