Performance Work Statement .pdf

FA487720R0006

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Performance Work Statement for

Artificial Turf Maintenance Services

1.0. Description of Services. The contractor shall furnish all labor, parts, tools, materials, equipment, transportation, personnel, management, and supervision necessary to ensure artificial turf maintenance is performed in a manner that will maintain professional appearance and extend turf life, in accordance with Artificial Turf Maintenance guidelines attached to contract,at Davis- Monthan Air Force Base (DMAFB), AZ.

1.1.1. Benko Gym Field. The contractor shall provide monthly maintenance to this artificial turf field. Services shall include, but are not limited to, blowing off surface, removing debris (man maid or natural), stationary vertical brooming (no rotation), adding of silica sand / rubber mixture fill as needed, inspection of and repairs to fabric, and making adjustments necessary to keep the field in top working condition and aesthetic appeal. Upon completion, field and surrounding area shall be completely free of foreign material, without tire tracks, stains, or rubber streaks.

Maintenance guidelines are attached to contract. [80,451 SF, map reference and building reference see attachment to contract].

1.1.2. K-9 Training Facility. The contractor shall provide monthly maintenance to this artificial turf field. Services include, but are not limited to, blowing off surface, removing debris (man maid or natural), adding of veterinary approved sand fill as needed, inspection of and repairs to fabric, and making adjustments necessary to keep the field in top working condition and aesthetic appeal.

Upon completion, field and surrounding area shall be completely free of foreign material. SFS turf is a pet turf and shall not use any rubber/silica sand mixture. It only requires the use of a leaf blower (electric preferred) to horizontally blow debris off the turf, and hand held brooming tool to remove any rocks that may be in the edges of the turf. [22,701 SF, map reference and building reference see attachment to contract.

1. Do NOT use heavy machinery/equipment on the pet turf as it has special padding.

2. If the turf requires a fill, it must be just sand that is safe for pets so dogs do not ingest the sand/rubber combination fill. Documentation must be presented to the Contracting Officers Represented (COR) stating that the sand is safe for pets.

3. You can use a backpack blower to blow the leaves or tree materials that fall onto the turf, but do NOT use a broom/brush to clean the interior areas because the little mesquite tree particles/leaves that fall into the turf can get pushed down into the turf and it will create issues over time.

4. The turf should be sanitized at least once a month due to possible urine and fecal matter accidents on the turf while training.

5. Do NOT try and peel up the turf ends if you see something not sitting right under the turf. Call COR to get a site visit for a recommendation to fix turf.

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6. Only blowers shall be used on the “jump zones” as those are areas that have extra padding. No brooms or other machinery shall be used on the "jump zones". Clean gently in those areas if/when required.

1.1.3. Multi-Purpose Field. The contractor shall provide monthly maintenance to this artificial turf field. Services include, but are not limited to, blowing off surface, removing debris (man maid or natural), rotational brooming, adding of silica sand and/or rubber fill as needed, inspection of and repairs to fabric, and making adjustments necessary to keep the field in top working condition and aesthetic appeal. Upon completion, field and surrounding area shall be completely free of foreign material, without tire tracks, stains, or rubber streaks. [64,134 SF, map reference and building reference see attachment to contract.

1.1.4. Service Schedule. A monthly service schedule produced annually identifying service location, dates, with times must be electronically produced and submitted to the Government in Microsoft Word or Excel, and/or PDF compatible format. The contractor shall provide a copy of the schedule within five (5) working days after receipt of this award to the Contracting Officer (CO) and COR. Upon acceptance by the customers, the service schedule will be locked with all parties provided the schedule. The contractor is responsible for creating and maintaining a static schedule specifically required by this PWS. The contractor is responsible for all documentation, records, schedules, etc., as described in this PWS.

1.1.5 Coordination Changes. At least 48 hours prior to changes deviating from the service schedule, the contractor shall coordinate the date and time of commencing work/set-up with the COR at (520) 228-1446, and site Point of Contacts (POCs): Fitness Center at (520) 228-0022/0019 and SFS Kennel Master (520) 228-8127/8079. Failure to properly coordinate may result in the contractor being denied access to the field that day. Such events would require the contractor to reschedule and return providing the rescheduled maintenance at the contractor’s expense.

1.1.6 Qualifications. The contractor must have a minimum five (5) years of experience working with Artificial Turf.

1.1.7 Repairs. Under this contract repairs are required; payments for repairs will be paid with the government purchase card but still must be invoiced in accordance with the contract instructions.

1.1.7.1 The contractor shall procure all parts and materials required for repairs of the artificial turf on a competitive basis. The contractor must submit the following to the COR for approval prior to purchasing anything required for repairs.

1.1.7.1.1 If there is a lack of competition, justification why competition was not obtained

1.1.7.1.2. All quotes provided for parts, equipment, materials, etc that are necessary to complete the repair

1.1.7.1.3. Total quote (including labor), using the preferred quote received

1.1.7.2. Discounts and rebates on items provided to the contractor shall be passed on to the Government when invoiced by the contractor. All purchase documents shall be made

3 | P a g e 3 1 O c t o b e r 2 0 1 9 available for COR review and audit, upon request and attached to the invoice. If a copy of the purchase documents is not attached to the invoice, the invoice will be rejected. The Government reserves the right to specify quality, size, efficiency, and aesthetic requirements of all items.

2.0 Services Summary Table

SERVICES SUMMARY (SS: The contract service requirements are summarized in performance standards that relate directly to mission success. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance (performance threshold) and the expected method of assessment by the Government to ensure services have been provided. These thresholds are a key element to mission success. Procedures as set forth in the Federal Acquisition Regulation (FAR) clause 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Performance Objective PWS Paragraph Performance threshold

SS-1

Brooming- Uniform and consistent surface

1.1.1, 1.13 Zero Defects

SS-2

Schedules and changes

1.1.4, 1.1.5 Zero defects

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3.0. General Information

3.1. Contract Manager. Upon contract award, the contractor shall designate a contract manager, and at least one alternate contract manager, who shall be responsible for contract performance and can act for the contractor on all matters relating to daily operation of the contract. The contractor shall submit the names and phone numbers of the primary contract manager and alternate in writing to the Contracting Officer (CO), at least five (5) calendar days prior to the contract start date. The contract manager and/or alternate can be a contractor employee performing services under the contract. The contract manager may be a contractor employee performing services. The contract manager must read, write, speak, and understand English fluently. The contractor shall identify, in writing to the CO, when the alternate is acting as the primary Contract Manager.

3.1.1. Availability of Contract Manager. The contract manager, or alternate, shall be available by telephone during normal business hours or in cases of emergency.

3.2. Contractor Quality Control Plan. The contractor shall submit a Quality Control Plan to the Contracting Officer within 30 days after contract award. The Contracting Officer will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications and obtain acceptance of the plan by the Contracting Officer. The contractor’s quality control plan shall contain as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken and shall be available for Government review upon request.

3.3. Contractor Employee Restrictions. The contractor shall not employ persons for work on this contract if such employee is identified to the contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.4. Conflict of Interest. The contractor shall not employ any individual who is an employee of the United States Government if the employment of that individual would create a conflict of interest, nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval of the employment in accordance with DODD 5500-7, Standards of Conduct. In addition, the contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106, Air Force Industrial Labor Relations Activities.

3.5. Government Hours of Operation. The official hours of operation at Davis-Monthan AFB are 7:00 a.m. – 4:30 p.m., Monday through Friday excluding holidays. Normal duty hours for the sponsoring unit, 355th Civil Engineer Squadron, are 7:00 a.m. - 3:30 p.m.

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3.5.1. Contractor Performance Hours. The contractor is not restricted to perform services within the above hours of operation; however, the contractor is advised that performance outside those hours will require advance coordination with COR and affected installation agencies. The contractor shall provide QAP two days advance notice of their intent to perform services outside of the hours of operation above.

3.5.2. Recognized Federal Holidays. The following federal holidays are observed at Davis- Monthan AFB.

New Year’s Day Labor Day Martin Luther King's Birthday Columbus Day Presidents’ Day Veterans’ Day

Memorial Day Thanksgiving Day Independence Day Christmas Day

3.5.3. Continuation of Essential DoD Contractor Services During Crises. In accordance with Department of Defense Federal Acquisition Regulation Supplement (DFARS), Subpart 237.76, Continuation of Essential Contractor Services, the Government has determined that contract services described in this PWS are not mission essential and do not require the contractor’s continued support during a crisis.

3.6. Fire Prevention and Safety. Contractor employees shall comply with DMAFB Fire Protection Program, Air Force Occupational Safety & Health (OSHA), Air Force Occupational Safety, and the Fire Prevention and Health Program. Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the government will assume no liability or responsibility for the contractor’s compliance or noncompliance with such responsibilities.

3.6.1. Safety Equipment. The contractor is responsible for providing all safety equipment for contractor employees. Contractor employees shall use proper safety equipment at all times during the performance of this contract, and shall perform all tasks in a safe manner. The Government has the right to terminate cleanings if the contractor is practicing unsafe work practices or lacks proper safety equipment, at no cost to the Government. The Government may also terminate cleanings if unsafe weather conditions exist during the cleanings.

3.7. Work Areas. The contractor shall, at all times, keep work areas free from accumulations of waste material, rubbish, tools, scaffolding, equipment, and materials. Upon completion of the job or when away from the work site, the contractor shall leave the work area and premises in a clean, neat, safe and workmanlike condition. The contractor is responsible for removal and proper disposal of all job related waste material at a permitted site off of the base installation.

3.8. Smoking in Air Force Facilities. Contractors are advised that the Air Force has placed restrictions on the smoking of tobacco products in Air Force facilities. AFI 40-102, Tobacco Use in the Air Force, outlines the procedures used by the commander to control smoking in our facilities. Contractor employees and visitors are subject to the same restrictions as Government personnel. Smoking is permitted only in designated smoking areas.

3.9. Environmental Protection Compliance

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3.9.1. Adherence to the Davis-Monthan Air Force Base Contractor Environmental Guide.

Adherence to environmental guide is mandatory and will help increase the contractor’s awareness of the installation’s Environmental Management System (EMS) and environmental regulatory requirements that impact DMAFB. The guide covers the significant environmental aspects and impacts that contractors often influence at DMAFB. A list of these aspects can be found in Appendix F, Environmental Management System (EMS) Most Significant Environmental Aspects Awareness Form, of the guide. Upon contract award, the contractor shall complete Appendix F and submit it to the Contracting Officer at the pre-performance meeting, prior to starting work.

The environmental guide will be provided by the Contracting Officer.

3.9.1.1. Environmental Management System (EMS) Awareness Training. The contractor shall comply with the DMAFB Contractor Environmental Guide in completing the required EMS Awareness Training prior to start of work. The training is a requirement for project managers, on-site managers/supervisors, and contractor personnel who have a direct influence on the significant aspects identified in Appendix F of the guide. Training registration and login instructions can be found in Appendix E, EMS Awareness Level Training Login and Registration Instructions, of the Contractor Environmental Guide. The contractor shall submit a completed copy of the training certificate along with the completed and signed Appendix F to the Contracting Officer at the pre-performance meeting to document completion of training

3.9.1.2. Environmental Laws and Regulations. The contractor shall comply with all applicable Federal, State, and local laws, regulations, and requirements regarding environmental protection.

In the event environmental laws/regulations/requirements change during the term of the contract, the contractor shall comply with such law/regulation as changed. The contractor is responsible for any penalties, fines, etc. resulting from violations. The contractor shall immediately notify the Government Contracting Officer’s Representative (COR) or Project Manager when violations occur, and cooperate fully with fire department personnel and Government investigators.

3.9.1.3. Environmental Permits. Contractors shall comply with all regulatory requirements to include permits if applicable. Pima County Department of Environmental Quality (PDEQ) and Arizona Department of Environmental Quality (ADEQ) require permits for asbestos removal or demolition as well as projects that require earth-moving or soil disturbance. These requirements may include storm protections. The contractor shall treat areas subject to dust producing activities with liquid palliatives which will not harm regrowth of vegetation, or other methods of dust control. The contractor shall also ensure methods to protect native plants, birds and wildlife are included in projects where required. All permit costs shall be considered as having been included as a factor in the contractor's bid price.

3.9.1.4. Hazardous Materials/Waste. The contractor shall be responsible for the proper management of both hazardous and non-hazardous waste. The contractor shall segregate hazardous or regulated materials and non-hazardous or non-regulated materials and handle, transport, store, and dispose of those materials, in accordance with the Resource Conservation and Recovery Act, all applicable federal, state, and local statutes and regulations, and in accordance with Appendix C, Hazardous, PCB, and Universal Waste: Proper Management and Disposal, of the Contractor Environmental Guide. The contractor shall coordinate all hazardous shipments with the 355 Civil Engineer Squadron Hazardous Waste Program Manager (355 CES/CEIE) at 228-4840.

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3.9.1.5. Hazardous Material (HAZMAT) Handling. The contractor shall have approval from Hazardous Waste Program Manager (355 CES/CEIE) at 228-4840, in accordance with the Contractor Environmental Guide, prior to handling, using, and storing any chemicals, solvents, lubricants, and other products that require Safety Data Sheet (SDS) or Material Safety Data Sheet (MSDS) on the installation. The contractor shall plan, fill out, and submit a HAZMAT worksheet to the COR prior to bringing HAZMAT on the base - see Appendix A, Guidance For Submission Of Safety Data Sheets For Hazardous Material (HAZMAT) and Reporting of Hazmat Usage, and Attachment(s) A-1 to A-3 of the Contractor Environmental Guide for details. The contractor shall maintain one copy of the MSDS’s for each HAZMAT line item used within the work center.

3.9.1.6. Prohibited Substances/Chemicals. The contractor shall not use products that are, or contain Extremely Hazardous Substances (EHS), Ozone Depleting Substances (ODS), and/or Persistent Bio-accumulative and Toxic (PBT) chemicals. Any HAZMAT containing one of these banned substances will not be allowed on base. Contact the DMAFB Environmental Office (355 CES/CEIE) at 228-7201 if you have any questions on materials.

3.9.1.7. Hazardous Materials/Waste Spills. The contractor shall take every reasonable precaution to prevent spills of HAZMAT, and immediately report any HAZMAT spills to the COR and base fire department by calling 228-3333, in accordance with Appendix J, HAZMAT Incident Response Procedures, of the DMAFB Spill Prevention, Control, and Countermeasure (SPCC) Plan. The contractor shall comply with this plan when handling and storing all oils and fuels. The Government Project Manager will provide the SPCC Plan to the contractor, upon contract award.

The contractor shall clean and dispose of all HAZMAT spills in accordance with local, state, and federal laws and regulations and the Contractor Environmental Guide. The contractor shall bear full financial obligation incurred from cleaning and disposing of HAZMAT spills, or release of HAZMAT within the confines of DMAFB by contractor employees.

3.9.1.7.1. Spill Containment Kits. The contractor shall ensure that all vehicles used for transport of HAZMAT on DMAFB, carry a spill containment kit capable of containing a spill, until first responders arrive. The contractor shall make spill containment kits available for inspection by Government personnel, upon request.

3.10. Security Requirements

3.10.1. Identification Badges. The contractor shall obtain identification badges for all employees requiring access to DMAFB. Applications for ID badges must be submitted to the contract administrator. Applicants may obtain ID badges from the Security Forces Pass and Badge Section, at the Craycroft Visitor Center, Davis-Monthan AFB, during the hours of 7:00 a.m. to 4:00 p.m., Monday through Friday.

3.10.2. Listings of Employees. Upon contract award the contractor shall provide a listing of contractor employees that will perform services on DMAFB to the QAP, so security checks can be performed. The list shall include contractor employee’s first and last name, date of birth, social security number, driver’s license number and state of issue. The contractor shall submit an updated listing to QAP when an employee's status or information changes.

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3.10.3. Traffic Laws. Contractor employees shall comply with all DMAFB traffic regulations.

Contractor employees are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges and debarment from the base. The use of cell phones is prohibited while driving on DMAFB, unless the phone is hands free phone. Seat belt use is mandatory for all vehicle occupants.

3.10.4. Random Personnel and Vehicle Searches. Contractor employees must enter DMAFB through the Swan Gate inspection area and are subject to random personnel and vehicle searches. If contractor personnel refuse to be searched, they will be denied entry to the base, and may result in loss of base driving privileges, debarment from the base, or other administrative action.

3.10.5. Weapons, Firearms, and Ammunition. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their contractor owned vehicle or privately owned vehicle while on Davis-Monthan AFB.

3.10.6. For Official Use Only (FOUO). The contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program requirements. This regulation sets policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

3.10.7. Reporting Requirements. Contractor personnel shall immediately report to an appropriate Government authority any information or circumstances of which they are aware may pose a threat to the security of Department of Defense personnel, contractor personnel, resources, and classified or unclassified defense information.

3.10.8. Physical Security. The contractor shall safeguard all Government property, including controlled forms provided for contractor use. At the close of each work period, Government equipment, facilities, and other valuable materials shall be secured.

3.10.9. Key Control. If the contractor is issued any Government keys, the contractor shall establish and implement methods of making sure all keys and cipher lock combinations issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys issued by the Government and shall prohibit the use of keys and/or cipher lock combinations, issued by the Government, by any persons other than the contractor’s employees.

3.10.10. Contractor Travel on DMAFB. Contractor employees shall not loiter in any working area before or after performing services. All contractor employees shall limit their travel on DMAFB only to the specific areas required for performance of services or in travel directly to and from these locations. Upon completion of contract work, contractor employees shall promptly depart DMAFB.

3.10.11 Illegal Aliens. Illegal aliens are unauthorized on Davis-Monthan AFB. The contractor shall not hire illegal aliens to perform contract services on Davis-Monthan AFB, nor attempt to bring illegal aliens on the installation. Illegal aliens found on Davis-Monthan AFB shall be immediately detained by base security forces and barred from the installation. Corrective/punitive action will be taken against the contractor and the illegal alien if the contractor hires illegal aliens to perform contract services on Davis-Monthan AFB.

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3.10.12 Foreign Nationals. AFI 31-101 Security Procedures For Headquarters Twenty-Fifth Air Force states that foreign nationals are only to be granted unescorted access with explicit written authorization from the installation commander, on a case by case basis.

3.11. Government-Provided Services

3.11.1. Utilities. Due to this being an outdoor requirement the contractor will not have access to water or electricity at the athletic fields, but will have access to electricity at the dog kennel field.

The contractor shall practice utility conservation and use Government-furnished utilities only in connection with the performance of this contract.

3.11.2. Emergency Services. The Government will provide security forces services (call (520) 228-4444 for emergencies only), and fire protection services (call (520) 228-3333). There is no emergency room on DMAFB, therefore contractor personnel shall call (520) 228-3333 for medical emergencies.

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Appendix 1 - Map