1._PWS_24_Jun_18.pdf

PERFORMANCE WORK STATEMENT

FOR

TREE TRIMMING AND REMOVAL

AT

YOKOTA AIR BASE AND GEOGRAPHICALLY

SEPARATED UNITS,

JAPAN

ZNRE# 18-0941

26 June 2018

YOKOTA AIR BASE, JAPAN

PERFORMANCE WORK STATEMENT FOR

TREE TRIMMING AND TREE REMOVAL AT YOKOTA AIR BASE AND GEOGRAPHICALLY

SEPARATED UNITS, JAPAN

1. DESCRIPTION OF SERVICES. The Contractor shall provide all material, labor, equipment, vehicles, tools, supervision, and transportation necessary to provide services at Yokota Air Base and Geographically Separated Units in Japan for the purpose of tree trimming and removal on an as needed basis in accordance with Japanese Environmental Governing Standards (JEGS) and local commercial practices. The Contractor shall accomplish all services in the following locations to meet the requirements of this Performance Work Statement (PWS) at Yokota Air Base (YAB), Tama Service Annex (TAMA), Tokorozawa Transmitter Site (TKZ), Owada Communication Station (OWD), Momote Annex (MOMOTE), and Fuchu Radio Relay site (FUCHU).

1.1. Basic Service. The basic services consist of, but are not limited to, trimming and removal of trees, ground clearing and bush removal at YAB and Geographically Separated Units in Japan. Trees tasked for removal shall be cut to the ground and all debris will be disposed of in accordance with all applicable waste disposal standards. The remaining exposed tree stumps and roots will be ground down as stated in sections 1.1.2. Soil and grass seeding or sodding after tree removal shall be included as stated in 1.1.4. Tree trimming will be accomplished as described in section 1.1.6. All work will be accomplished in accordance with the requirement of this PWS.

1.1.1. Tree Sizes. Trees identified for trimming or removal shall be considered, based on trunk circumference, within the following categories: small, medium and large. Trunk circumference will be measured four (4) feet (1.2 meters) from the ground. If the tree has multiple trunks, each trunk will be measured and 70% of the total circumference of each trunk will be added to equal one tree.

1.1.2. Tree and Root Removal. The Contractor shall cut down trees that have been identified by the Contracting Officer Representative (COR). The Contractor shall grind exposed stumps and roots to twenty (20) centimeters or eight (8) inches below ground level. Stumps and roots shall be removed within three (3) workdays of the tree removal date.

1.1.3. Grounds Vegetation Clearance. The Contractor will remove all vegetation, weeds, bamboo, vines and sapling trees (less that twenty (20) centimeters in circumference) as directed by the COR. Clearance area will be measured in square meters.

1.1.4. Repair Grounds. The Contractor will repair grounds and backfill holes with top soil after the removal of each tree as directed by the COR. The Contractor will place grass by seeding or sodding the area based on the size of the tree removed (see table below). The sodding and soil shall match the existing ground level.

From November 1st until April 30th seeding or sodding will not take place unless specifically directed by the COR. Seeding or sodding operations will resume May 1st until October 31st or as directed by the COR.

Tree Sizes Small (20~89cm circumference) Medium (90~179cm circumference) Large (180cm and over)

1.1.5. Grass Watering and Sod Commercial Warranty. The Contractor will provide periodic watering for up to two (2) weeks after grass seeding or sodding to promote the growth of new grass based on manufacturers and/or product recommendations. The contractor will also provide a commercial warranty for seeding and sodding and replace grass if it does not survive thirty (30) days after placement.

1.1.6. Tree Trimming. The Contractor will be responsible for trimming trees as directed by the COR in accordance with tree sizing specified in section 1.1.1. Trees shall be trimmed to remove 40% to 50% of branches in accordance with commercial practices to include applying tree wound dressing or prune paint.

Diseased and dead tree branches shall be removed. If a tree branch poses a health or safety risk to personnel it shall also be removed.

1.1.7. Bush Removal. The Contractor shall remove bush as identified by the COR on each task order. The bush shall be completely removed, flush to the ground with no trunks or roots exposed. Bush shall be measured by square meter and identified by type (isolated or complex) and height (over six (6) feet and under six (6) feet)

1.1.8. Disposal of Green Waste. The Contractor shall remove all debris and green waste on the same day that work is performed. The Contractor is responsible for recycling of green waste to the maximum extent possible.

The Contractor shall transport green waste to local facilities in accordance with commercial practices and applicable local law. The U.S. Government, as a generator of the wastes, bears the liability for keeping track of the disposal process from transportation to final disposal. For this reason, the Contractor will submit to the COR all documentation to facilitate tracking of the waste being disposed (weight tickets, receiving reports and other documents issued by authorized disposal facility). In addition, the Disposal and Recycling Data Sheet (Appendix B) and certificate of recycle/waste disposal receipt(s) shall be submitted to Environmental Section (374 CES/CEIE) through the COR. No debris or green waste such as tree branches, logs, and stumps are to be given to local residents or base personnel without COR approval.

1.1.9. Crane Truck Support. The contractor will provide a crane truck to support tree removal operations as directed by the COR.

1.1.10. Non-Priced Items. The Government may require the provision of non-priced items (NPI) particularly described in task orders for supplies and services which are required to complete the basic intent and general scope of the contract work. NPI shall be firm fixed price for the proposed work. The Contractor shall base the proposal of NPI, by one of the following methods: 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.

1.1.10.1. The Contracting Officer (CO) shall determine if the proposed NPI will be negotiated. Upon completion of the negotiations, NPI for the work as well as unit price items for project completion will be 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.

Seeding or Sodding Area After Tree Removal Small Tree to 1 square meter (1m x 1m)

Medium Tree to 9 square meters (3m x 3m)

Large Tree to 25 square meters (5m x 5m)

2. SPECIAL REQUIREMENTS.

2.1. Joint Site Survey. The Contractor shall conduct a site survey jointly with 374 CES/CEOES and the COR, at no additional cost to the Government. The COR will issue a notice of joint site survey to the Contractor at least three (3) working days prior to the Government-proposed survey date, unless a shorter period of time is agreed to by the Contractor. A joint site survey will then be conducted to determine the scope of required work in terms of each applicable contract line item and quantity.

3. GENERAL INFORMATION.

3.1. Contract Management. Based on Technical Factors submitted under the solicitation provision (FAR 52.212-2) the Contractor shall provide the same level/quality/experience/number of personnel to accomplish the work specified in this PWS.

3.1.1. Project Manager. The Contractor is required to have a Project Manager (PM) to supervise and authorize work. The PM will be empowered to act fully on behalf of the Contractor for all matters relating to this contract, and be on site during tree removal operations. The PM is required to have the following license:

Class 2, Landscape Management Technician, certified by the Ministry of Land, Infrastructure and Transport (2 級造園施行管理技術者、国土交通省). The PM shall serve as the main point of contact with the Government and shall conduct overall management coordination with the Government. In addition, the PM must have knowledge of tree removal services and green waste management.

3.1.2. The PM shall be designated in writing within five (5) calendar days after notice of award and upon change of personnel. The PM shall be able to communicate and write in English or provide a translator. The PM shall be physically present and available during normal duty hours within two (2) hours, or within twenty-four (24) hours after normal duty hours, to meet on the installation with the COR or the CO.

3.2. Contractor Employees. The Contractor shall not employ people for work on this contract, if identified to the Contractor by the CO as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

3.2.3. The Contractors 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 the employee's name. The Contractor shall adhere to all base safety and traffic regulations and policies.

3.3. Quality Control. The Contractor shall develop and maintain a quality program to ensure tree removal services are performed in accordance with commonly accepted commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in section 6, Services Summary.

3.3.1. Quality Assurance. The Government will conduct inspections to evaluate the Contractor’s performance by appointing a COR to monitor performance and ensure requirements for this contract are met. The Government may inspect during or after the performance of each task. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The CO 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 CO with a Contract Discrepancy Report for issuance to the Contractor. The Contractor shall respond to the report in accordance with the instructions provided and return it to the CO within ten (10) calendar days of receipt.

3.4. Performance Assessment. This method requires the COR to employ a “spot check” style of evaluation based on the Contractor’s schedule. Periodic validations will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends. Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the COR. Failing to meet the performance threshold as outlined in the Services Summary for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

Failing to meet the performance threshold as outlined in the Services Summary in any combination of any two, or more consecutive or non-consecutive months during a contract period shall require an immediate Progress Meeting with the Government. All remedies shall be in accordance with FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints.

3.5. Periodic Progress Meetings. The CO, COR Supervisor, COR, other Government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance on a periodic basis or as needed. The following issues shall be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections, trends against each performance objective observed, positive performance and steps taken by the Contractor to prevent future unsatisfactory occurrences.

The Contractor shall provide a summation of unsatisfactory inspections, customer complaints, and will provide insight into any identified trends. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the Contractor. Should the Contractor not concur with the minutes, the Contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

3.6. Safety. The Contractor shall be responsible for ensuring that all work performed under this PWS is accomplished in a safe and proper manner in accordance with applicable Japanese Laws. This includes marking and blocking-off any unsafe areas during tree removal operations.

3.7. Security Requirements. Only Contractor employees authorized by the proper authority maybe granted access to the site. The Contractor shall ensure all employees comply with all security requirements imposed by the installation commander at all times, and shall follow all instructions of the organizational commander having jurisdiction over the area being serviced in all matters pertaining to security.

3.8. Government Remedies. The COR shall follow FAR 52.212-4, Contract Terms and Conditions-Commercial Items, in the event that the Contractor failures to perform satisfactory services or failures to correct non-conforming services.

3.9. Damage. The Contractor shall exercise care not to damage any vehicles, facilities or grounds in the work area. 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 grounds.

3.10. Base Passes. All employees of the Contractor 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 issuance of base passes to the CO. The Contractor shall be responsible for all base passes issued to their employees by the Japanese Pass Section at YAB. Upon termination of employment or completion of the contract, the Contractor shall turn in all issued passes to the Japanese Pass Section at YAB.

3.11. Vehicle Passes. All Contractor vehicles used in the performance of work under this contract shall be registered and maintained in accordance with applicable paragraphs Yokota ABI 31-116, Yokota Air Base Motor Vehicle Traffic Supervision. All Contractor personnel operating or occupying a motor vehicle on Government premises shall be aware of and abide by current driving policies. There will be no exceptions to this policy. Contractor traffic violations may result in the denial of further installation driving.

3.12. Performance at Geographically Separated Units. The Contractor shall contact the site manager prior to work at geographically separate units. The site manager will take all necessary safety precautions to allow the Contractor to perform all duties on Government premises. The Contractor will notify the site manager that the area is clear after completion of duties on Government premises.

3.13. Excavation Permit. The Contractor shall notify the COR, thirty (30) calendar days in advance, if digging is required more than ten (10) centimeters below surface level. A digging permit or AF Form 103 (Work Clearance Request) will need to be generated by the Contractor for work approval. The proper and complete routing of the AF Form 103 is necessary to pre-identify underground utility lines.

3.14. Road Closures. In the event that a road closure is required, the Contractor will notify the COR to process the AF Form 103 for road closure approval thirty (30) calendar days in advance. The Contractor will provide the COR a traffic flow plan. The Contractor will provide at least one (1) flag person when two-way traffic is reduced to a single lane.

3.15. Electrical Outages. In the event the Contractor requires power lines to de-energized, the Contractor will notify the COR or CO thirty (30) calendar days in advance. The Contractor shall provide the COR with the dates and times for the power outage request. The Contractor will then coordinate and schedule the power outage by AF Form 103 request.

3.16. Materials: Descriptive data of all contractor-furnished materials/parts/chemicals to be used under this contract shall be submitted for approval using the AF Form 3000 (Material Submittal). The data shall be supported by the manufacturer’s catalog cuts, product number, patent number, or certificate of compliance to demonstrate equal or better quality of the original or genuine parts. Safety Data Sheets (SDS) in both English and Japanese shall be attached to the AF Form 3000 for any chemicals and hazardous materials (HAZMAT) used to include paint, adhesive, cleaner and compressed gas (Reference AFI 91-302 and OSHA requirements).

If the HAZMAT is suspected to contain lead or asbestos, a certificate from the manufacturer will be provided to prove that the HAZMAT is free of asbestos/lead. The Contractor will use non-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.

4. HOURS OF OPERATIONS.

4.1. Normal Performance Hours. The Contractor shall perform the required work from 0730 until Sunset, Monday through Saturday, excluding U.S. recognized holidays, but including Japanese legal holidays.

4.2. Performance During Inclement Weather. The Contractor bears full responsibility for all personnel and equipment while performing work under hazardous weather conditions.

4.3. 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.

4.4. Hours of Operation Other Than Normal. There may be situations that require the Contractor to work other than normal hours. If Contractor access to a work area conflicts with a military mission requirement, the Contractor shall advise the COR and schedule work to minimize any disruption. Such scheduling may require work to be accomplished at times other than normal duty hours and dates.

4.5. Access to Restricted Sites. The Contractor shall contact the COR prior to work around restricted areas that require access. The Contractor will notify the COR that the area is clear after completion of duties.

4.6. Performance Period. A performance period is a period of time to complete individual project(s) assigned by each Task Order. Each performance period includes the time for Contractor material procurement, mobilization, necessary submittals, quality control, on-site work, etc., to complete each project within the required performance period. Each performance period will be negotiated during the joint site survey. A typical performance period should be five (5) days to sixty (60) days.

4.7. Work Schedule and Notification. The contractor shall establish a work schedule and submit it to the COR within seven (7) calendar days after issuance of Task Order(s). This schedule shall describe what type of service is being performed; number of trees, size, location, and desired day and time of work. If the work is within 100 feet of a facility or military family housing unit, the contractor will provide timely notification to facility users of work schedules via flyer or letter. Example: Tree removal scheduled for Airlift Ave will be conducted on Monday, Feb 29, 2018 from 0800hrs to 1600hrs.

4.8. Contract Manpower Reporting. The contractor shall report ALL labor hours (including subcontractor labor hours) required for the performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web site:

https://armycmra.dmdc.osd.mil/default.aspx?ReturnUrl=%2f

4.8.1. Reporting inputs will include labor executed during the period of performance for each Government fiscal year (FY), which runs from October 1st through September 30th. While inputs may be reported any time during the FY, all data shall be reported no later than October 31st each calendar year. Contractors may direct questions to the CMRA help desk.

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

5. GOVERNMENT FURNISHED SERVICES.

5.1. Government-Furnished Utilities. For the performance of this requirement, the Government will provide water, electricity, and sewage at facilities necessary for accomplishment of work in accordance with this contract.

5.1.1. Conservation of Utilities. The Contractor shall use good judgment in the conservation of Government utilities. Prevailing energy conservation practices shall be adhered to and enforced by the Contractor who will instruct employees on utilities conservation practices. The Contractor shall be responsible for effective use of utilities provided in section 5.1.

5.2. Government-Furnished Services. The Government will also provide, for emergency purposes only, the following services by dialing DSN: 911 or Commercial No. 042-507-6560:

Security Police: Telephone 911 or 225-7227 or Commercial No. 042-507-6560 Fire Protection: Telephone 911 or Commercial No. 042-507-6560 Hospital Emergency on a reimbursable basis: Telephone 911 or Commercial No. 042-507-6560

5.2.1. The Contract Manager shall immediately report to the COR when a Contractor uses one of the services in section 5.2. Within two (2) calendar days, the PM shall submit a written report to the CO with details surrounding the use of any services in section 5.2.

6. SERVICES SUMMARY.

Performance Objective PWS Para Performance Threshold Method of Assessment

Services Summary: 1 Perform tree, stump, bush, and grounds clearance removal as specified in the

PWS.

1.1, 1.1.1, 1.1.2, 1.1.3, 1.1.7

98% of the time with no more than two (2) failures per month

Periodic Inspection Customer Complaint

Services Summary: 2 Perform soil and sodding as specified in the PWS.

1.1, 1.1.1, 1.1.4, 1.1.5.

98% of the time with no

Customer Complaints

Services Summary: 3 Dispose of green waste off base in compliance with local laws and provide disposal documentation.

1.1, 1.1.8.

98% of the time with no

Services Summary: 4 Perform tree trimming as specified in the PWS.

1.1, 1.1.6. 98% of the time with no

7. APPENDICIES.

A. Estimated Workload Data B. Disposal and Recycling Data Sheet

C. AF FORM 103

D. Work Load by Option Year