PWS FINAL.doc

FA5209-10-T-0216

Attachment 1

FA5209-10-T-0216

Attachment 1

ZNRE 10-0927

PERFORMANCE BASED-WORK STATEMENT

GROUND MAINTENANCE SERVICES

for

COMMUNICATION SITES

in

KYUSHU AND YAMAGUCHI AREA

Yokota Air Base, Japan

17 May 2010

PERFORMANCE-BASED WORK STATEMENT

FOR

GROUND MAINTENANCE SERVICES FOR COMMUNICATION SITES IN KYUSHU AND YAMAGUCHI AREA

1. DESCRIPTION OF SERVICES/GENERAL INFORMATION. The Contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that ground maintenance services are performed but not limited, mowing and cutting to ensure below listed sites are within the standard level specified in the Performance-based Work Statement (PWS). The Contractor shall perform ground maintenance services in accordance with commercial standards and practices, applicable Japanese laws and pertinent regulations.

Annual Grass Cutting Requirement

(July) Semi-Annual Grass Cutting Requirement

(July/December)

Tsushima Communication Site (TSM)

Itazuke Auxiliary Field (ITZ)

Yokose Communication Site (Yokose)

Seburiyama Communication Site (SEB)

Sofu Communication Site (Sofu)

1.1. Mow Grounds

Grass/Weeds shall be mowed on the listed sites, Itazuke, Seburiyama and Sofu semi-annually and annually on Tsushima and Yokose in a manageable fashion where grass/weeds height will not extend beyond 12 inches (305mm). Grounds damaged or destroyed through natural disaster and others or by malicious mischief are referenced to para 1.8 Additional Landscape Maintenance (Non-recurring Manitenance).

1.1.1. The Contractor shall maintain the exterior perimeter fence lines up to a width of 18 inches (457mm) from the fence.

1.2. Clipping and Thatch

Clipping and thatch shall be collected and removed within the allotted time. The Contractor Clippings may, if the Contractor prefers, be mulched to mowing and left within the lawn as long as a thatch >4 inch (100mm) does not accumulate. Mulched clippings may not exceed a maximum length of 4 inch (100mm) per blade of grass.

1.3. Trimming.

Grass, vines, and weeds shall be trimmed around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, monuments, and other fixed obstacles. Trimming height shall match surrounding area grass heights.

1.4. Weed Control.

All weedy grass and dead vegetation that present an unsightly appearance shall be removed.

1.4.1. Removal of Vines. All vines growing on fences and other permanent structures shall be removed.

1.5. Removal of Debris.

The Contractor shall perform litter patrol in all areas. The litter patrol shall include, but is not limited to, the removal and disposal of natural debris unwanted (e.g. tree limbs, brush, leaves, rodent habitats, and dead animals) as well as the removal and disposal of man-made debris (litter). The Contractor shall segregate collected litter by type and dispose of burnable items for incineration off base in accordance with the local regulation.

1.6. Green Waste Management.

The Contractor shall implement an effective green waste management program for all green waste generated under this requirement, thus, the cost for green waste management services shall be included in the proposed price.

1.6.1. Disposal. The Contractor shall properly dispose of green waste off based pursuant to the local law entitled as “Waste Management and Public Cleansing Law (廃棄物の処理及び清掃に関する法律), therefore the Contractor shall transport the mowed grass/weeds to the local incinerator plant and/or intermediate facilities accordingly. The Contractor shall possess all applicable licenses/permits, if required. The green waste weight shall be recorded on the Manifest describing the disposal information (either incineration or recycle) to be issued by the authorized intermediate and/or incineration facilities and submitted to the GR with the green waste weight report. The subject law requires the US Government as a generator of the waste to bear the liability for keeping track of a series of the disposal process from the transportation to the final disposal of wastes (either incineration or recycle after intermediate treatment) with the Manifest to be submitted by the Contractor.

1.6.2. Green Waste Report. The Contractor shall establish the weight report for recycled/ mulched and incinerated amount. The Contractor shall submit the report in English with four (4) copies to the GR with the invoice.

1.7. Schedule/Reports/Records and other documents.

The Contractor shall establish annual schedule for the services to be performed under this contract, and submit to the GR 14 calendar days after award of the contract. Additionally, the Contractor shall also submit the GR the report with photograph and manifest with the green waste weight when the service is complete each time. Manifest shall be attached to the invoice. The annual schedule shall be approved by the GR before the Contractor will accomplish the required service.

1.8. Additional Landscape Maintenance Services (Cleaning and Repair of Landscape including existing Trees/Bushes/Shrubs/Bamboos/Others)

1.8.1. Non-Recurring Maintenance. This is additional services as may be required on an as needed basis to cover the services in the event of urgency and emergency through natural disaster, typhoon, and/or malicious mischief. The Contractor, immediately upon request from the Contracting Officer, shall clean and repair landscape including trees/bushes/shrubs/bamboos/others damaged and/or destroyed by the aforementioned natural disasters. Cutting the hazardous tree is defined as Landscape Cleaning and Repair of this paragraph. Non-recurring maintenance is identified as an additional landscape service arising from urgency and/or emergency work that requires landscape cleaning and repair including trees/bushes/shrubs/bamboos/others. This Non-Recurring Maintenance work/service is not the scope of this PWS requirement, therefore below is the procedure set forth for the Non-Recurring Maintenance work/service.

1.8.1.1. Non-Recurring Work/service is defined as maintenance and repair/cleaning which exceed the scope of the subject PWS requirement set forth in para 1.1 thru 1.6 above and is necessary to rectify safety and health code deficiencies. The Non-Recurring Maintenance work/service consists of urgency and emergency services that require the Contractor to perform immediately not only grounds but tree cutting and cleaning and repair because of the grounds/trees damaged and/or destroyed by natural disaster, typhoon and others that interfere with daily activities of US and/or Off-Base local premises/functions. This Non-Recurring Maintenance work/service is limited to urgency and emergency work only caused by natural disaster, typhoon and/or other accidents. Urgency and/or emergency work is not limited to certain threshold but it includes both labor and materials furnished by the Contractor. This Non-Recurring Maintenance work/service should not be included in the proposed unit price of this requirement. Price of such work will be negotiated between the Contractor and the Contracting Officer based on Contractor’s estimate, and included in a supplemental agreement to the contract/purchase order by subsequent contract modification. Based on the negotiated results, such work will be ordered from the Contracting Officer. When the work is completed, the Contractor shall report it to the GR as attached to photographs. This is because all sites are located in remote areas, on-site inspection by the GR is considered to be infeasible.

1.8.1.2. Non-Recurring Maintenance Work/Service Process. The process for Non-Recurring Maintenance work/service is as follows:

The Contractor receives the work request from the GR in the event of safety and/or hazardous issues arising from natural disaster, typhoon and/or malicious mischief.

The Contractor sends a letter/fax/e-mail defining the requirement to the GR for review. If necessary, the Contractor shall conduct a joint site survey with the GR at no additional cost to the Government, only with one of or both of the GR and the Contractor request that the joint site survey is necessary. The GR will issue a notice of joint site survey to the Contractor at least 24 hours prior to the Government-proposed survey date, unless a shorter period of time is agreed to by the Contractor. The notice will provide the Contractor with (i) the proposed survey date, (ii) the site to be surveyed, (iii) the proposed performance period/time. A joint site survey will then be conducted at the work site to determine the scope of required work, the quantity and the performance period to restore the grounds and trees/bushes/shrubs/bamboos and others. The GR determines if the work should be treated as a Non-Recurring Maintenance Work process. The matter is referred to the Contracting Officer to review and determine the requirement. If the Contracting Officer determines the work is within the scope of Non-Recurring Maintenance Work, the response is returned to the Contractor with a request for cost estimate. Once the cost estimate is provided, an AF Form 9 is prepared and a copy of the Contracting Officer’s approval attached to the request. On the other hand, if work is not within the scope of Non-Recurring Maintenance Work, the Contracting Officer will send a disapproval letter to the GR for distribution to the appropriate end user. A letter will be sent to inform the Contractor that this work will not be performed under this contract/purchase order.

1.8.1.3. Trimming/Pruning Around Utility and Communication Poles/Power Lines: The Contractor shall obtain approval from the GR at minimum Severn (7) calendar days in advance in order to coordinate with end users for the topping and de-horning, and trimming/pruning around utility and communication poles/power lines.

1.9. General Information

1.9.1. The Contractor shall provide the same level/quality/experience/number of personnel to accomplish the work specified in this PWS.

1.9.1.1. The Contractor shall designate a representative - hereafter referred to as the Contract Manager (CM) - who shall be authorized and empowered to act fully on behalf of the Contractor on all matters relating to this contract, who shall serve as the main point of contact with the Government, and who shall conduct overall management coordination with the Government. The CM must have knowledge of all facts related to the grounds maintenance services and green waste management services operations.

1.9.1.2. The Contractor shall designate an Assistant Contract Manager (ACM) who shall be authorized to act on behalf of the Contractor in the absence of the CM. ACM is required to possess the same level of knowledge as the CM.

1.9.1.3. The CM or ACM shall be physically present and available during normal duty hours within twenty-four (24) hours hour during normal duty hours, to meet on the installation with the GR.

1.9.1.4. The CM and ACM shall be designated in writing within five (5) calendar days after notice of award and upon change of personnel.

1.9.1.5. The CM and ACM shall be able to communicate in English with the Government.

1.9.1.6. Contractor Employees. The Contractor shall not employ persons for work on this contract, if he/she 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.

1.9.1.6.1. The Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee's name. The Contractor shall adhere to all base safety and traffic regulations and policies.

1.9.2. Quality Control. The Contractor shall develop and maintain a Quality Control (QC) Plan to ensure ground maintenance services and green waste management services are performed in accordance with this PWS. The QC Plan shall include, as a minimum, improving and maintain grounds program, personnel management program, quality control procedures to prevent, and ensure non-recurrence of defective services addressing the areas identified in para 2, Services Summary.

1.9.3. Quality Assurance. The Government will evaluate the Contractor’s performance by appointing a GR to monitor performance to ensure services are received. The GR will evaluate the Contractor’s performance through annual intermittent on-site inspection of the Contractor’s quality control program in combination with other methods of inspection under the Alternate Performance Plan. The Government may inspect each task during/after the performance.

1.9.4. Government Remedies. The Contracting Officer shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, for the Contractor’s failure to perform satisfactory services or failure to correct non-conforming services.

1.9.5. Damage. The Contractor shall exercise care not to damage any vehicles, facilities and grounds at the listed sites. Any damages determined to have been caused by the Contractor shall be repaired by the Contractor at no expense to the Government. The Contractor shall be responsible for verification of the job site and the existing condition of the ground.

1.9.6. Hours of Operations.

1.9.6.1. Normal Performance Hours at On-Site. The Contractor shall perform grounds maintenance from 0730 through 30 minutes before the sunset, Monday through Saturday, excluding U.S. recognized holidays.

1.9.6.2. Performance during Rainy days. The working hours will be the same as normal performance hours listed in above, para 1.9.6.1, but the Contractor shall determine either he/she may continues/starts performing the specific tasks or he/she should stop for performing the specific tasks during rainy days. The Contractor shall consider safety and all the hazardous weather and equipment conditions during the rainy day to make determination; hence the Contractor is responsible for any mishaps and damages to the Contractor or the Government.

1.9.6.3. Holidays. The Contractor is not required to provide service on the following days:

New Year’s Day 1 January

Martin Luther King Jr’s Birthday 3rd Monday of January

Washington’s Birthday 3rd Monday of February

Memorial Day Last Monday of May

Independence Day 4 July

Columbus Day 2nd Monday of October

Labor Day 1st Monday of September

Veteran’s Day 11 November

Thanksgiving Day 4th Thursday of November

Christmas Day 25 December

Note: Any U.S. legal holiday that falls on Saturday will be observed on the previous Friday. If it falls on Sunday, it will be observed the following Monday.

1.9.7. Hours of Operation Other Than Normal. There may be situations that require the Contractor to work other than normal hours. When the Contractor’s access to a work area conflicts with a Military mission requirement, the Contractor shall advise the GR and schedule work to minimize disruption. Such scheduling may require work to be accomplished at times other than normal duty hours.

1.9.8. Access to Sites. The Contractor shall contact the designated Government Representative at each site or the GR prior to work around individually fenced-in antenna areas. The designated Government Representative (GR) will take all necessary safety precautions to allow the Contractor to perform all duties within the fenced-in area. The Contractor will notify the Government Site Manager or designated Government Representative that the area is clear after completion of duties inside the fenced-in areas.

1.9.9. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER:

The Contractor is not required to perform all tasks listed in this PWS during crisis.

2. SERVICES SUMMARY.

SS 1:

Ground Maintenance Service

SS: 2

Remove Debris/Police Grounds

SS 3:

Green Waste Management

SS 4:

Schedule/Reports/Records

3. APPENDICES.

A. Service Area Maps

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