4._PWS_20180110.pdf

FA5209-18-R-0008

Attachment 1

PERFORMANCE WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICES

AT YOKOTA AIR BASE AND GEOGRAPHICALLY SEPARATED UNITS

(GSUs), JAPAN

Yokota Air Base, Japan

10 Jan 2018

GROUND MAINTENANCE SERVICES

YOKOTA AB AND REMOTE SITES, JAPAN

1. DESCRIPTION OF SERVICES

The contractor shall provide services, to include all personnel, equipment, tools, supervision, and miscellaneous items necessary to ensure that grounds maintenance is performed at Yokota Air

Base, Tama Service Annex, Tokorozawa Transmitter Site, Owada Communication Station, Momote Annex, Fuchu Radio Relay Site, and Itazuke Air Base 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 shall comply with applicable Japanese laws, pertinent regulations and commercial standards to accomplish all services below to meet the requirements of this

Performance Work Statement (PWS).

1.1. MAINTAIN IMPROVED GROUNDS.

Improved grounds are identified in Appendix A. Improved grounds are areas that require more frequent maintenance such as, but not limited to, cantonment areas, parade grounds, drill fields, schools, athletic areas, cemeteries, and housing areas (including vacant quarters). Mowing for special events shall not be included in this requirement.

1.1.1. Mow. The contractor shall mow all improved grounds to look well manicured, with a neat and professional appearance at all times. Maintain grass height between 2 inches (51mm) and 4 inches (102mm) 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.

1.1.1.1. The Contractor shall maintain the exterior perimeter fence lines identified in

Appendix A as Improved Grounds specified in the maintenance level expectation in paragraph 1.1. The exterior perimeter shall be maintained up to a width of 18 inches

(457mm) from the fence. Vines and vegetation growing on fences to include 3 strand barb wire areas and perimeter fencing, shall be removed.

1.1.2. Edge. The contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaced areas located within the improved grounds so that grass height matches surrounding area grasses. Edging shall include removal of vegetation from expansion joints and cracks in sidewalks, driveways, curbs 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.

1.1.3. Trim. The contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lot 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. Reserved. (Irrigation).

1.1.4.1. Reserved. (Operation of Irrigation Systems).

1.1.4.2. Reserved. (Maintenance of Irrigation Systems).

1.1.5. Remove Debris/Police Grounds. The contractor shall perform general litter patrol in all areas of improved grounds, and additional areas identified in Appendix A.

Remove and dispose of natural debris (tree limbs, dry brush, leaves, rodent habitats, etc…), and man-made debris. The Contractor shall police areas to maintain a neat and professional appearance. The Contractor shall segregate collected litter by type and dispose of burnable items at the Incinerator Plant at Building 1526. Non-burnable and recyclable materials shall be transported to the COR’s designated area in the refuse segregation compound located at Building 1530.

1.1.5.1. Reserved. (Dead Animals).

1.1.6. Leaf Removal. The contractor shall remove leaves in improved grounds to maintain a neat and professional appearance. Leaf removal must be completed within two (2) working days upon issue of the task order for this special requirement. At other times remove leaves as a part of the litter patrol (Para 1.1.5.) to maintain a neat and professional appearance.

1.1.7. Fertilization.

1.1.7.1. Aerate Grounds. (MFH ONLY). The Contractor shall aerate all grounds identified as Improved Grounds. The aeration is to include, but not limited to, plugging and the removal of plugs within two (2) hours. The fertilization shall coincide with aeration operations and seasonal over seeding operations. These services shall be performed twice in a year, one month in Spring (February thru March) and one month in the Fall (September thru October).

1.1.8. Pest Control. Control weeds in Improved Grounds through execution of a weed control program appropriate for the area to maintain a professional appearance. Restore grounds made barren where weeds are removed to the level of care of the surrounding area (i.e. Improved Grounds). The Civil Engineer Installation Management Flight

Environmental Element must approve all herbicides prior to use. All herbicides and pesticides used must be on the installation-approved inventory list and applied by certified personnel. These services shall be performed quarterly, in each season upon issuance of the task order.

1.1.8.1. Approval of Herbicide. A PACAF approved listing of approved herbicide is located within Appendix J. If the Contractor wishes to utilize herbicide other than the approved listing, the Contractor shall coordinate with the COR first. All herbicide shall be approved by the Contracting Officer (KO) through the COR’s technical review on AF

Form 3000, Material Approval Submittal. Submit one (1) digital copy of AF Form 3000 with the supporting documents (Japanese & English language) to the KO for approval.

The supporting documents must include the descriptive information such as SDS, catalog cuts, package, products label, or manufacturer’s instructions. The product label shall contain information regarding active ingredients, concentration, and method of application at a minimum. If this information is contained within a separate source, it must be provided in addition to the label. The above items shall be provided no later than sixty (60) calendar days prior to intended use. The Contractor shall not utilize any herbicide unless notified in writing stating that the product has been approved for use.

1.1.8.2. Application and Control of Herbicide. The application of herbicide shall be conducted in accordance with the manufacturer’s instructions. The Contractor shall possess the spill control materials on hand at all times to contain/absorb worst case spill, both by volume and hazard level. The Government will inspect each application. The

Contractor shall not store or dispose any herbicide on the Government’s installation.

1.1.9. Lawn Renovation. The contractor shall renovate lawns in improved grounds as identified by the KO or designated representative. This work will be issued via a separate work order. Renovate deteriorated lawn area to match surrounding areas. The price of this item will be determined in each task order in accordance with paragraph 1.7.5 of this

PWS.

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 task order by the KO or

COR. Hedges shall be maintained to their natural mature height and shape. Shrubs, plants, hedges, and ground cover/vines shall be pruned/trimmed 3 inches away from buildings, fences, curbing, sidewalks, and other fixed obstacles. All ground cover and plants shall be kept within the bed borders. All plants around landscape and ground lights shall be pruned/trimmed to allow light usage for its intended purpose. Shrubs and hedges located on street corners, curb easements, etc. shall be pruned/trimmed to keep from obstructing view of oncoming traffic. Areas beneath shrubs and hedges shall be kept free (clean) of all grass, weeds, vegetation, and debris. Volunteer tree growth seedlings shall be removed at no additional cost to the government. These services shall be performed during the Growing Season from April thru November.

1.2. MAINTAIN SEMI-IMPROVED GROUNDS.

Semi-improved grounds are identified in Appendix A.

1.2.1. Mow. The contractor shall maintain grass height between 4 inches (102mm) and

10 inches (254mm) in all semi-improved grounds areas except in airfield areas designated as Bird Aircraft Strike Hazard (BASH) areas. Maintain grass height between 7 inches

(178mm) and 14 inches (356mm) in BASH areas. Cutting of grass on airfield grounds shall be accomplished only after Airfield Management has approved scheduled times.

Maintain a uniform appearance in all areas. Where possible, maintain adjacent areas at or near the same grass heights.

1.2.2. Trim. 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 mulch or remove grass clippings when visible after trimming, before leaving work area.

1.2.3. Airfield Coordination. The contractor shall coordinate all activities on the airfield by contacting Airfield Management. Work will be accomplished only after

Airfield Management has approved scheduled times.

1.2.3.1. Flight-line Drivers. Training must be completed 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 (flightline 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. No equipment will be left 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. Reserved (Airfield Tower Communications)

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. MAINTAIN UN-IMPROVED GROUNDS.

Un-improved grounds are identified in Appendix A. The contractor shall maintain grass and vegetation in un-improved grounds to prevent woody encroachment. The contractor shall mow un-improved grounds to a height not to exceed 14” (except BASH areas).

These services shall be performed in the estimated period of July thru September.

1.4. MAINTAIN VEGETATIVE BEDS, INERT BEDS AND RELATED AREAS

The contractor shall maintain vegetative beds, inert beds, and related areas as identified in Appendix A to present a neat and professional appearance. This service will be issued as a task order by the KO. Maintenance activities may include, but are not limited to fertilizing, watering, weeding, mulching, and repairing or replacing of damaged plants and shrubs. When replacing plants, shrubs, and performing repairs, conform to good

Xeriscaping practices for the area. These services shall be performed during the Growing

Season from April thru November.

1.5. Reserved. (MAINTAIN SURFACE DRAINAGE DITCHES).

1.6. PERFORM SNOW/ICE REMOVAL.

1.6.1. Basic Services. (MFH GOQ Only). The contractor shall remove snow and ice from all paved areas, sidewalks, steps, stairs, landings, and entrance ramps as shown in

Appendix A. 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 contractor shall remove snow, including drift or piles, from all remaining paved surfaces such as roads and parking lots. The Snow shall be removed when accumulation exceeds one (1) inch or within one (1) hour after snowfall stops. 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 as directed by the COR. These services shall be performed in the estimated period of December thru March. Excess snow piles may be placed in center

GOQ park area or as directed by the COR. The contractor will be notified to ready for snow removal operations when the task order is issued.

1.6.1.1. Remove Ice. The contractor shall immediately remove ice to provide secure footing or safe driving conditions by snow removal operations or by sanding with washed sand. Salting is also permitted after initial snow removal operations. The contractor will provide all sand or salt material and shall remove or dispose of excess sand/salt accumulation.

1.6.1.2. Reserved. (Sand Barrels).

1.7. SPECIAL REQUIREMENTS.

The Contractor shall perform additional landscape maintenance services for the Zone

Area Appendix C, or items identified in the Government’s issued task order. The price on each task order will be made based on the price listed in Bid Schedule. The

Contractor shall conduct a joint site survey with the COR at no additional cost to the

Government, only when one of or both of the COR and the Contractor request that the joint site survey is necessary. A joint site survey will then be conducted of the work site to determine the scope of required work in terms of each applicable contract line item and quantity based on Bid Schedule.

1.7.1. Trees, Shrubs, and Other Vegetation. The Contractor shall maintain trees, shrubs, hedges, bamboo, and vines for the area identified in the Government’s issued task order by trimming/pruning. The contractor shall prune or trim all trees as necessary in accordance with the applicable commercial practice. The contractor shall be responsible for identifying all trees that require pruning or trimming. Pruning or trimming shall be accomplished in accordance with Japanese law and best technical standards. Pruning shall be required to lift, remove, and/or cutback branches that conflict with normal traffic or safety. In addition, the contractor shall prune or trim trees that pose public safety hazards. Trees that pose threats to structures or buildings shall be removed. Topping and de-horning are not permitted. Trimming or pruning of trees that touch or hang over energized utility poles or power lines is the responsibility of the contractor. Contractor shall be responsible for removing all debris generated from trimming or pruning operations by transporting to the incinerator on Base.

1.7.1.1. Safety Clearances. Minimum safety clearances are:

Trees Minimum Safety Clearance Size

Over Streets 14 feet (4.25 m)

Over Driveways 12 feet (3.5 m)

Over Walk Paths 8 feet (2.5 m)

Over Buildings 4 feet (1.25 m)

From Buildings 1 foot (0.3 m)

Primary Overhead Lines

(over 600 volts)

8 feet (2.5 m)

Secondary Overhead

Lines

(under 600 volts, i.e.

electric service drops, telephone, and cable TV)

4 feet (1.25 m)

Others As-required basis to provide safety, prevent damages to structures/facilities and utility poles/power lines

1.7.1.1.1. Tree Care. The contractor shall brace, cable, guy (to keep tree vertical), and deep water all damaged trees after identification. The contractor shall remove all guy wires, cables, straps, and stakes when the trees remain vertical (normally, after one growing season). The contractor shall adjust wires, cables, and straps as required, to prevent girdling.

1.7.1.1.1.1. Zone Tree Maintenance. Yokota Air Base is divided into six (6) zones and

Tama Recreation Area at Tama annex is divided into two (2) zones. The Government will issue the task order for the quantity by Zone for the period of three (3) month based on the price listed (Exhibit Line Item Number).

1.7.1.1.1.2. The Contractor shall remove the dead trees/shrubs/hedges/bamboo when the estimated labor cost does not exceed 10 man-hours per tree. The Contractor shall remove entire trunk and root systems to the maximum extent possible prior to replacing trees/shrubs/hedges/bamboo. The Contractor shall repair the grounds disturbed by removing root systems and bring it back to the maintenance level expectation specified in para 1.7.1.6.

1.7.1.1.1.3. If the death of trees, shrubs, hedges, bamboo was due to the Contractor’s negligence, the Contractor shall replace the dead item at the Contractor’s expense as directed by the KO.

1.7.1.1.2. Trimming and Pruning of Trees, Shrubs, Hedges, Bamboo. Other than para 1.7.1.1.1.1. above, the Government will issue the task orders on an as needed basis for trimming and pruning services for each tree, shrub, hedge, or specified area of bamboo (per square meter) based on the price. The Contractor shall trim and prune the trees, shrubs, hedges, bamboo as issued in the Government’s task order in accordance with para 1.7.1., and the technical standard in paragraph 1.8.1. Trees identified for pruning or trimming shall be considered within the following categories, Large, Medium, Small and Sapling, as based on their circumference. The circumference of the tree shall be determined by measuring 4 feet (122 cm) above the ground. Trees with multiple trunks shall be measured as follows: All tree trunks will be measured for a total circumference and 70% of this measurement will be used to appropriately size the tree in accordance with Government of Japan and commercial standards.

1.7.1.1.3. Tree Sizing Chart.

1.7.1.2. Reserved. (Tree Standards).

1.7.1.3. Emergency Spot Pruning/Trimming. Emergency spot pruning/trimming shall only be accomplished through issuance of a work order by the KO or COR. The contractor shall complete an emergency spot pruning/trimming within one (1) workday from the work order date. Typically, emergency spot pruning/trimming includes removal of dead and/or broken limbs or removal of limbs for required clearances.

1.7.1.4. Tree and Stump Removal. Tree and stump removal shall only be accomplished through issuance of a work order by the KO or COR. Size of tree identified for removal shall also be considered as well as para 1.7.1.1.3. The contractor shall perform stump and perimeter roots removal by completely removing, by cutting and grinding all growth to a minimum of 8 inches below grade. Stumps shall be ground within one (1) workday of the tree removal date. Stump-grinding debris shall be removed the same day grinding is performed. In areas where a lawn sprinkler system exists, the contractor shall backfill with topsoil, and lay sod to match the existing ground grade. In areas where no lawn sprinkler system exists, the contractor shall backfill with topsoil and compact to match existing grades.

Tree Sizes

Sapling

(19cm and less circumference)

Small

(20cm to 89cm circumference)

Medium

(90cm to 179cm circumference)

Large

(180cm circumference and over)

1.7.1.5. Emergency Tree and Stump Removal. The contractor shall perform emergency tree and stump removal only after the issuance of a work order by the KO or

COR.

Large Trees: Remove within 2 workdays from the work order date

Medium Trees: Remove within 2 workdays from the work order date

Small Trees: Remove within 1 working day from the work order date

Saplings: Not required

1.7.1.6. Landscape Repair, Clearing, and Miscellaneous Support Services. The landscape repair and clearing for trees, shrubs, hedges, bamboo, and grounds which was damaged or destroyed through natural disaster, daily base operations, or by malicious mischief shall be conducted under para. 1.7.1.1.1.1. when the estimated labor cost does not exceed 10 man-hours. When the estimated labor cost exceeds 10 man-hours per tree, the Government will issue the task order for the quantity by man-hour, based on the unit price. The Contractor shall return the landscape to the original condition or matching the surrounding area. This work includes, but not limited to repairing grounds, clearing vegetation, and miscellaneous activities in support of grounds maintenance work.

1.7.2. Reserved. (Emergency and Special Event Services).

1.7.3. Reserved. (Xeriscaping and Urban Forest Services).

1.7.4. Reserved. (Special Cuts).

1.7.5. Planting Trees, Shrubs, Vegetative Beds, and Supporting Materials. As directed by the COR and KO, the contractor shall plant trees, shrubs, and vegetative beds in accordance with commercial standards. This work will also include the removal of trees, shrubs, or vegetative beds and follow-up maintenance actions such as watering, pruning, and promoting survivability of new plants. Supporting materials such as providing new plants, shrubs, trees, seed, sod, weed barriers, rocks, wood, bamboo and general landscaping materials shall be provided by the contractor as approved by the KO and COR. Pricing will be negotiated as Non-Priced Item in accordance with paragraph

1.7.5.2 and 1.7.5.3 of this PWS.

1.7.5.1. Non-Priced Items:

1.7.5.2. The Government may require the provision of non-priced items (NPI) particularly described for projected task orders for supplies and services which are required to complete the basic intent and general scope of the contract work. NPI shall be only required in support of unit price items and accomplishing the project within the scope of contract work. NPI shall be a firm fixed price for the proposed work. The

Contractor shall base the proposal of NPI, by one of the following methods: By submitting (1) the direct cost estimates (for material, labor and equipment); (2) published catalog prices; or (3) at least two written price quotes from subcontractors/ suppliers, with any applicable overhead and profit. The contractor shall provide the basis to substantiate the proposed NPI.

1.7.5.3. If the contracting officer determines to be necessary, the proposed NPI, inclusive of quantitative estimates or others to be necessary, will be negotiated. Upon completion of the negotiations, NPI for the work shall be incorporated as well as unit price items for the project completion and noted in each task order. No further adjustments to NPI shall be made upon order issuance. The contractor shall perform NPI at the negotiated price.

1.7.6. Grounds Maintenance forUnoccupied Military Family Housing. The

Contractor shall perform Grounds Maintenance for the area specified in the

Government’s issued task order in unoccupied Military Family Housing in accordance with the standard for Improved Grounds. The average size for a housing complex is

1,500SM.

1.8. Technical Standard. The Contractor shall provide, as a minimum, landscape maintenance services required under this PWS based on the technical standard of the following publication. In the event of conflict between this publication and this PWS, the

PWS takes precedence.

Title: Landscape Construction and Maintenance, Technical (造園施行管理技術編)

Edited: Park and Open Space Association of Japan (社団法人日本公園緑地協会、

公園緑地研究委員会、造園施行管理委員会 http://www.posa.or.jp/)

Issued: Park and Open Space Association of Japan (社団法人公園緑地協会)

Printed: Daiichi Houki Co., Ltd. (第一法規株式会社)

ISBN 4-931254-20-9 C3051 1019-p

1.9. Grounds Maintenance Waste Disposal. All waste generated as the result of

Ground Maintenance and Zone Tree Maintenance such as fallen leaves, branches and mowed grass shall be transported to the Base Incinerator Plant, Building 1526 on Yokota

Air Base for incineration. The waste weight shall be recorded at the base incinerator scale. The Contractor shall establish the weight report for incinerated amount. The

Contractor shall chip the trees, shrubs, hedges, bamboo into small enough pieces to fit the facility shredder. The contractor may at their discretion transport Grounds Maintenance waste to an off-base facility at no additional cost to the Government.

1.9.1. Tama Annex Waste Disposal. The Contractor shall cut large trimmed and removed trees (>5 cm dia trunk) into 1.2 m ~ 1.5 m lengths. The cut wood shall be relocated to the designated concrete pad identified in Appendix D near the horse stable.

Any trimmed or removed trees not to be relocated to the pad shall be left behind in the depth of Tama forest. The trees shall be cut in sizes as directed by the COR.

1.9.2. Remotes Sites Waste Disposal. (Owada, Tokorozawa, Momote, Fuchu). The

Contractor shall treat all grounds waste in accordance with paragraph 1.9.

1.9.3. Green Waste Recycling Report. The Contractor shall establish the weight report for recycled, mulched, and/or incinerated waste amounts. The Contractor may use the scale installed at the Base Incinerator Plant, Building 1526 on Yokota Air Base, Japan.

The Contractor shall submit the report in English with four (4) copies to the COR with the monthly invoice. In the case grounds waste is transported to an off-base disposal facility, they will submit to the COR documentation, such as weight tickets or receiving reports issued by the authorized disposal facilities to track the amount of waste being disposed of. In addition, as referenced in Appendix K, the Disposal and Recycling Data

Sheet, and certificate of recycle/waste disposal receipt(s) shall be submitted to

Environmental Section (374 CES/CEIE) through the Contracting Officer.

2. SERVICES SUMMARY.

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services

Summary (SS) provides 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.

Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions -

Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

During the first initial 30 days of the contract, two additional errors on each work shall be allowed in an effort to identify normal phase-in problems.

Performance

Objective

PWS Para Performance

Threshold

Method of Assessment

SS-1

Maintain

Improved

Grounds

a. Mow

b. Edge

c. Trim

d. Reserved

e. Leaf Removal

f. Aerate

Grounds

g. Pest Control

h. Reserved

i. Prune Shrubs

1.1, inclusive No more than 5 valid defects per month. Re-performance within 24 hours of notification.

Periodic Inspection

Customer Complaints

SS-2

Maintain Semi-

Improved

Grounds

a. Mow Non-

Airfield semi-improved areas

b. Trim Non-

Airfield semi-improved areas

c. Mow Airfield semi-improved areas

d. Trim Airfield semi-improved areas

1.2, inclusive No more than 5 valid defects per month. Re-performance within 24 hours of notification.

Periodic Inspection

Customer Complaints

e. Mow

Taxiway, Runway Edge

Lights and

Signs

SS-3

Maintain Un-

Improved

Grounds

1.3, inclusive No more than 5 valid defects per month. Re-performance within 1 day of notification or a mutually acceptable timeframe to the KO or COR and contractor.

SS-4

Maintain

Vegetative

Beds, Inert Beds and Related

Areas

1.4 No more than 3 valid

defects per month. Re-performance within 24 hours of notification.

SS-5

Debris, Trash and Litter

Policing

1.1, inclusive No more than 3 valid defects per month. Re-performance within 24 hours of notification.

Periodic Inspection

Customer Complaints

SS-6

Tree Pruning

1.7, inclusive No more than 3 valid defects per month. Re-performance within 48 hours of notification.

2.1. QUALITY CONTROL. The contractor shall develop and maintain a quality program to ensure grounds maintenance services are performed in accordance with applicable Japanese laws, pertinent regulations and commercial standards. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required in accordance with paragraph 2, Services Summary.

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 KO 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. The KO or COR will use the contractor’s work schedule or modified version thereof, to record validation results.

Results of the validation then become the official Air Force record of the Contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a

Contract Action Report for issuance to the contractor. The contractor shall respond to the report in accordance with instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

2.3. PERIODIC PROGRESS MEETINGS. The KO, Functional Commander, COR

Supervisor, COR, other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance on as needed basis. The following issues shall be discussed, opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance and steps taken by the Contractor to prevent unsatisfactory occurrences in the future. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

The minutes of these meetings will be reduced to writing, signed by the KO 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 KO identifying areas of non-concurrence for resolution.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. FACILITIES.

The Government will provide the facilities identified below for contractor use in support of the requirements of this contract. The facilities are provided “as is.” Obtain KO approval in advance of making any changes to the facilities. Such changes will be at no cost to the Government unless otherwise approved by the KO. The contractor shall ensure facilities are maintained in a neat, clean and professional manner. The KO reserves the right to reallocate and relocate assigned facilities during the term of the Contract. Upon completion or termination of this Contract, or upon such reallocations or relocations, return facilities to the government in the same condition as received, fair wear and tear and approved modifications.

3.1.1. Property. The Government will furnish a site with approximately 100 - 200 SM.

The Contractor may place modular, temporary, or transportable facilities at the site in the performance of their duties as approved by the KO. Fencing may also be approved at the discretion of the KO.

3.1.2. The Contractor shall not construct any building in the government-furnished site.

3.1.3. The government-furnished site shall be used only in the performance of this contract. The Contractor shall not use the Government-furnished site to work on any project, proposal, or bid that does not relate to this contract.

3.2. UTILITIES.

The Government will furnish electricity, water, and sewage as necessary for accomplishment of work in accordance with this contract. All facilities do not receive the same utility services. The Contractor shall not change or modify any utility system or component; or connect any Contractor property, equipment or system without prior KO review and approval. The contractor shall practice energy conservation in the

Government provided facilities.

3.3. MATERIALS. None.

3.4. EMERGENCY, SECURITY, FIRE, AND MEDICAL SERVICES.

3.4.1. The Government will provide, for emergency purposes only, the following services:

a. Security Police Telephone 911 or 225-7227

b. Fire Protection Telephone 911

c. Hospital Emergency (Reimbursable expense) Telephone 911

d. All workers should be trained to report any emergency using the local commercial number 042-507-6560.

3.4.2. Any time the Contractor uses the above emergency services, the PM shall immediately report to the COR with all of the details. The PM shall submit the report of the details surrounding the use of this service to the KO, in writing, within two (2) calendar days.

3.5. Reserved. (TELEPHONE).

3.6. SOLID WASTE COLLECTION AND DISPOSAL. Solid Waste Collection and

Disposal will be conducted in accordance with paragraph 1.9. to 1.9.3.

3.7. HAZARDOUS WASTE DISPOSAL. Disposal of herbicides/pesticides or empty herbicide/pesticide containers must be managed as hazardous waste. All hazardous waste generated by the contractor shall be disposed of at appropriate off-base treatment/disposal facilities in accordance with Japanese regulation, Article 3 of “Law of Disposal and

Clearing of Waste “Haikibutsu no shori oyobi seisou ni kansuru horitsu” and local regulations. The Contractor shall not leave any HW at work site areas at the end of duty hours. If temporary HW storage is needed to accumulate HW on base, the contractor shall submit spill response plan with site map, the list of all HW to be stored on-base and estimated quantities to 374 CES/CEIE, 374 CES/CEF, 374 AMDS/SGPB and 374

AW/SE for approval.

4.0. GENERAL INFORMATION.

4.1. Reserved. (MISSION).

4.2. Reserved. (BACKGROUND).

4.3. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR

VEGETATION.

The Contractor shall exercise care not to damage any vehicles, facilities and grounds at

Yokota Air Base. 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.

4.4. ENVIRONMENTAL REQUIREMENTS.

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

4.4.1. Hazardous Materials. The KO 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 3000. Once the process is implemented and contractor is trained, the contractor may submit the AF Form 3000 electronically. The

KO 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 KO does not approve a hazardous material for use, the KO 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.

4.4.1.0. Hazmat Approval Additional. Contractors seeking approval to bring

HAZMAT onto the installation must submit AF Form 3000 along with Safety Data Sheet

(SDS) in English and Japanese. The contractor is also required to provide the estimated amount of HAZMAT to be used during the project. If the HAZMAT is suspected to contain lead or asbestos, such as paint, primer, caulking, a certificate from the manufacturer has to be provided to prove that the HAZMAT is free of asbestos/lead. The

AF Form 3000 package must be reviewed by Bioenvironmental (374 AMDS/SGPB), Safety (374 AW/SE) and Environmental (374 CES/CEIE). The Contractor should use non or less -hazardous chemicals when available. All excess materials and empty containers are the responsibility of the contractor and shall be removed at the end of the contract. When the occupants of the facility request the contractor leave the excess

HAZMAT, the contractor has to coordinate with and be approved by 374 CES/CEIE.

4.4.1.0.1. Storage. All containers of HAZMAT in the work place should be labeled, tagged or marked in both English and Japanese with the identity of the products. The contractor shall ensure adequate handling and storage in accordance with JEGS where the

HAZMAT is stored. Storage of oils, greases, chemicals, fuels or other liquids will require spill prevention and security. Contractor is not allowed to store HAZMAT on base for over 24 hours without authorization. If on-base HAZMAT storage areas are needed, Contractor shall submit the list of all items that are to be stored on-base and estimated quantities to 374 CES/CEIE, 374 CES/CEF and 374 AW/SE for approval. Hazardous materials storage areas may be inspected by 374 CES/CEIE, 374 CES/CEF and 374

AW/SE. SDSs must be available at storage and on site at all times.

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

4.4.1.1.1. Spill Control. The Contractor shall conduct all operations in a manner that prevents spills of Petroleum, Oil, and Lubrication (POL) and hazardous substances. The

Contractor is required to familiarize personnel with spill prevention, response procedures, fire suppression systems, and Safety Data Sheets (SDS) for all materials used and/or stored on site. The Contractor shall maintain spill equipment and materials, at all sites involving the storage, use, or handling of POL and/or hazardous substances.

4.4.1.1.2. SSCP. Site-Specific Spill Contingency Plan: An SSCP must be developed for this contract at which POL or hazardous substances are used and/or stored at the working site. The SSCP shall include spill response procedures, an inventory of POL and/or hazardous substances, probable spill routes, a project site layout diagram, and a spill response equipment inventory. A template SSCP can be obtained from 374 CES/CEIE

Environmental Element. The Contractor shall train employees on the contents of the

SSCP and the use of spill response equipment and shall document such training.

4.4.1.1.3. Spill Reporting: The Contractor shall immediately report all POL or hazardous substances spills to the Fire Emergency Services (374 CES/CEF) at 911 or Commercial

042-507-6560 (direct number to Yokota Fire Dispatch).

4.4.1.1.4. Spill Clean-Up: The Contractor is responsible for clean-up of POL and/or hazardous substance spills and disposal of clean-up material. The Contractor shall determine, as quickly as possible, the nature of the spilled substance and implement necessary safety precautions to protect both human health and the environment at no additional cost to the U.S. Government, and shall only be performed by personnel adequately trained in spill response and cleanup techniques for the severity of the spill incident.

4.4.1.1.5. Costs incurred from any Contractor spills are the responsibility of the

Contractor. If the U.S. Government has to perform emergency spill response and clean-up, due to the nonavailability of designated personnel or if the spill is beyond the capability of designated personnel, the Contractor shall be held liable for all costs associated with performing said work.

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 KO).

The contractor shall provide an inventory of hazardous materials with the applicable SDS 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 KO 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. Reserved. (Pesticide Storage and Mixing).

4.4.2.2. Monthly Reports. The Contractor shall submit a report to the KO within 10 working days following each month listing all pesticide (includes Herbicide) 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. 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 SDS(s) for all materials used on the job site.

The contractor shall maintain a complete copy of all approved SDS and AF Form 3000s.

4.4.4. Hazardous Materials Management: The contractor shall remove all hazardous materials by the end of each workday. Contractor shall not conduct process treatments

(e.g. paint thinner solvent recycling) on base.

4.4.5. Final Report. The contractor shall submit a final inventory, 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 KO 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. PERMITS, LICENSES AND CERTIFICATIONS.

Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications; give all required notices; and comply with applicable Japanese and local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review. All pesticide application will be made by State or Host Nation certified applicator as prescribed in DoDI 4150.07.

4.6. HOURS OF OPERATION.

The Contractor shall perform grounds maintenance from 0600 to 30 minutes before the sunset, Monday through Saturday, excluding U.S. recognized holidays, unless otherwise required in the contract or approved by the KO. In GOQ areas, grounds maintenance may be performed between the hours of 0900-1600, Monday and Friday. Do not perform services in residential areas, housing and dormitories, before 08:00 AM. There may be situations that require the contractor to work at times other than normal working hours.

When the contractor’s work schedule conflicts with an Air Force mission requirement, advise the COR and reschedule the work to minimize disruption.

4.6.1. Performance During Inclement Weather. The working hours will be the same as normal operation hours listed in paragraph 4.6., however, the Contractor shall make the determination as to whether or not to continue ground maintenance operations during inclemental weather. The Contractor shall take into consideration safety, weather and equipment conditions before making their determination. The Contractor is responsible for all liability, mishaps and/or damages that may occur as a result of inclemental weather activities.

4.6.2. Performance at Remote Sites. The Contractor shall coordinate with the COR, site manager, and facility manager to schedule and perform grounds work at remote site areas (i.e. Momote, Fuchu, Owada, Tokorozawa, Tama, and Itazuke). When work is complete, the contractor will notify the COR, site manager or facility manager that work is complete and they will be leaving the area.

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 - 3rd Monday in January

Washington’s Birthday - 3rd Monday in February

Memorial Day - last Monday in May

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

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

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

4.8. SECURITY REQUIREMENTS.

Contractor employees will be required to obtain and display identification badges.

Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.8.1. Base Passes. Contractor employees will be issued base passes (identification cards) which shall be carried by the individual bearers at all times while on United States

Government premises. The Contractor shall submit written requests for base pass issuances to the KO and shall be responsible for all base passes issued to his/her employees and employees of any subcontractors. The Contractor shall return all base passes to the Japanese Pass Section at Yokota Air Base upon termination of employment or completion of the contract.

4.9. PERFORMANCE OF SERVICE DURING TYPHOONS, HEAVY SNOWS,

FLOODS, EARTHQUAKES, CRISIS SITUATIONS OR HEIGHTENED

SECURITY.

Grounds Maintenance services is not determined to be essential for performance during these situations.

4.10. CONTRACTOR PERSONNEL.

The contractor shall provide the name and telephone number of the Contractor’s on-site contract manager and alternate responsible for all requirements in the PWS.

4.10.1. Project Manager. The Contractor shall designate a representative hereafter referred to as the Project Manager (PM) and Assistant Project Manager (APM) 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 PM must have knowledge of all facts related to the landscape maintenance services and green waste management service operations.

4.10.2. The Contractor shall designate an Assistant Project Manager (APM) who shall be authorized to act on behalf of the Contractor in the absence of the PM. APM is required to possess the same level of knowledge as the PM.

4.10.3. The PM or APM shall be physically present and available during normal duty hours and able to meet on the installation with the KO or the COR within 2 hours.

4.10.4. The PM and APM shall be designated in writing within five (5) calendar days after notice of award and upon change of personnel.

4.10.5. The PM and APM shall be proficient in English and have a good understanding of the requirements pertaining to this contract for interpretation and implementation of directives (written or oral), issued in English by the COR and KO, or if not, the contractor is able to provide a translator.

4.10.6. Contractor Employees. The Contractor shall not employ persons for work on this contract, if he/she is identified to the Contractor by the KO as a potential threat to the health, safety, security, general well being or operational mission of the installation and its population.

4.10.6.1. 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.

4.11. INTERFACES.

Do not unduly interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the

Government person involved, to the KO immediately by the most expedient means.

Notify the KO verbally of disputes with customers or other base contractors and follow-up in writing.

4.12. CONTRACTING OFFICER AND CONTRACTING OFFICER’S

REPRESENTATIVE.

The Contracting Officer will appoint a primary and alternate representative for management of the day to day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.13. WORK CLEARANCE REQUESTS.

The contractor shall obtain an approved Work Clearance Request for all work which involves excavation or minor digging to include the use of heavy equipment. Digging permits are available upon request from the COR. The contractor shall coordinate all aspects of this requirement with the COR. As directed by the COR, an Air Force Form

103 Work Clearance Request Form may be used to process such requests. Completed work shall be subject to inspection and acceptance by the COR.

4.14. SAFETY REQUIREMENTS AND REPORTS.

The contractor shall perform work in a safe manner as required by OSHA Safety and

Health Requirements or Japanese equivalent laws, regulations and standards. Provide a verbal report to the KO as soon as possible of each occurrence of damage to Government property or an…