Attachment_1_-_Performance_Work_Statement.pdf

FA5270-13-R-0015

Attachment 1

Performance Work Statement

PERFORMANCE-BASE WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICES

KADENA, AB

13 DECEMBER 2012

GROUNDS MAINTENANCE PWS

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES

1.1. MAINTAIN IMPROVED GROUNDS

1.2. MAINTAIN SEMI-IMPROVED GROUNDS

1.3. MAINTAIN FLOWER BEDS

1.4. MAINTAIN SURFACE DRAINAGE DITCHES

1.5. BASE PERIMETER AND INTERIOR SECURITY FENCES

1.6. SPECIAL REQUIREMENTS

1.7. PRESERVATION OF GOVERNMENT PROPERTY

2. SERVICES SUMMARY

2.1. QUALITY CONTROL

2.2. QUALITY ASSURANCE

2.3. PERFORMANCE ASSESSMENT

2.4. PERIODIC PROGRESS MEETINGS

3. GOVERNMENT PROPERTY AND SERVICES

3.1. FACILITIES

3.2. UTILITIES

3.3. SECURITY AND FIRE SERVICES

4. GENERAL INFORMATION

4.1. MISSION

4.2. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR

VEGITATION

4.3. ENVIRONMENTAL REQUIREMENTS

4.4. PERMITS, LICENSES AND CERTIFICATION

4.5. HOURS OF OPERATION

4.6. RECOGNIZED HOLIDAYS

4.7. SECURITY REQUIREMENTS

4.8. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY 14

4.9. SPECIAL QUALIFICATIONS

4.10. INTERFACES

4.11. CONTRACTING OFFICER AND CONTRACTING OFFICER

REPRESENTATIVE

4.12.WORK CLEARANCE REQUESTS

4.13. SAFETY REQUIREMENTS AND REPORTS

4.14. TYPHOON PROCEDURES

APPENDIX A – WORKLOAD ESTIMATES

APPENDIX B – AREA MAPS

APPENDIX C – DATE REQUIREMENTS

APPENDIX D – DEFINITIONS

APPENDIX E – GOVERNMENT PROPERTY

APPENDIX F – CLEAR ZONE

1. DESCRIPTION OF SERVICES.

The contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed on Kadena Air Base Operation and Maintenance (O&M) areas, 18th Munitions Area (MUNS), Department of Defense Dependents Schools (DoDDS), Military Family Housing (MFH), Tenant Units on Kadena Air Base and various other U.S. Military Installations on Okinawa, Japan in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. The contractor’s performance will be based on the evaluations of the Contracting Officer (CO) and Contracting Officer Representative (COR) and of the results required by the Service Summary (SS), and not the frequency or method of performance. It is at the contractor’s discretion to determine the levels of frequencies to attain the level of service at the best value. The evaluation of results will be based on COR performance assessment, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. The contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

1.1. MAINTAIN IMPROVED GROUNDS.

Improved grounds are identified in Appendix A and B.

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 to 4 inches, uniform in appearance, free of skips, gaps, rutting, or scalping. The contractor shall be required to pick up debris, natural and manmade, prior to mowing any area. The contractor shall remove or mulch grass clippings when visible after mowing, before leaving work area. Seed heads are not included in this measurement (due to the fact they can grow 7-8 inches in a 24 hour period).

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 vegetation from expansion joints, and cracks in sidewalks, driveways, 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, hedges, 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. Remove Debris/Police Grounds. The contractor shall perform general litter patrol in all areas of improved grounds identified in Appendix A. Remove and dispose of natural debris (tree limbs: less than 70 lbs, dry brush, fallen leaves, rocks, rodent habitats, etc.) and man-made debris ( paper, bottles, and cans, etc.).- Police areas to maintain a neat and professional appearance.

1.1.5. 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 (remove dead or dying branches) on a alternative monthly basis i.e. every other month.

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 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. Hedges shall be pruned and maintained at a height of three (3) feet along roads and sidewalls. Hedges in other areas shall be pruned and maintained at a height of four (4) feet.

New growth shall not extend more than six (6) inches beyond the previously groomed length.

Areas beneath shrubs and hedges shall be kept free (clean) of all grass, weeds, vegetation, and debris.

1.2. MAINTAIN SEMI-IMPROVED GROUNDS.

Semi-improved grounds are identified in Appendix A and B.

1.2.1. Mow. The contractor shall maintain grass height between 4 and 10 inches in all semi-improved grounds areas. Maintain a uniform appearance in all areas. Where possible, maintain adjacent areas at or near the same grass height. The contractor shall remove or mulch grass clippings when visible after mowing, before leaving work area.

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.

1.3.3. 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. 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 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. Hedges shall be pruned and maintained at a height of three (3) feet along roads and sidewalls. Hedges in other areas shall be pruned and maintained at a height of four (4) feet.

New growth shall not extend more than six (6) inches beyond the previously groomed length.

Areas beneath shrubs and hedges shall be kept free (clean) of all grass, weeds, vegetation, and debris.

1.3. MAINTAIN FLOWER BEDS.

The contractor shall maintain flower beds for GOQ (Bldg4200), Vacant GOQ/SOQ, and Department of Defense Education Activity (DoDEA) ground areas. All weeds including roots from all plant beds shall be removed or eradicated manually or mechanically, but not chemically.

Flowerbeds shall be pruned as required maintaining clearances of a minimum of three (3) inches from buildings, sidewalks, or other obstructions. The government reserves the right to add any xeriscaped areas to be maintained under this paragraph.

1.4. MAINTAIN SURFACE DRAINAGE DITCHES.

The contractor shall maintain surface drainage ditches to be free of shrubs, trees, silt, trash and clippings and leafs to prevent erosion and endure continuous flow of water in all improved and semi-improved areas.

1.5. BASE PERIMETER AND INTERIOR SECURITY FENCES.

The contractor shall maintain a “clear zone” at all base perimeter and interior fences (available real estate permitting), which shall be measured from the ground surface vertically perpendicular and from both sides of the fence horizontally parallel with respect to the ground surface, unless limited by natural barriers or legal boundaries. The clear zone in all industrial and MFH areas shall have a minimum of 15 feet vertical and 10 feet horizontal clearance along both sides of the fence. The clear zone for the 18th Munitions areas shall have a minimum of 15 feet vertical and 15 feet horizontal clearance along both sides of the fence. It shall be maintained in such that all vines, tree branches, weeds, grass and other vegetation does not overhang along the perimeter and interior security fence lines. See Appendix E, for clear zone illustration (example).

1.6. SPECIAL REQUIREMENTS.

1.6.1. Trees. The contractor shall prune or trim all trees on all grounds areas under this contract as necessary. The contractor shall be responsible for identifying all trees that require pruning or trimming. The contractor shall be responsible for any branches, limbs, trunks or parts of trees that require service up to fifteen (15) feet in height from the ground. Pruning shall be required to remove, and/or cut back branches that conflict with normal traffic or safety. In addition, the contractor shall prune or trim trees that are overgrown, have broken hanging branches, have dead branches, or otherwise pose public safety hazards. Minimum safety clearances are: 8 feet over walk areas, 1 foot from buildings. The contractor shall be responsible for removing all debris generated from trimming or pruning operations.

1.6.2. Shrub Removal. Upon notification from the COR, the contractor shall perform shrub removal on improved and semi-improved grounds. This removal shall only be accomplished via a task order by the COR.

1.6.3. Special Event Services. The contractor shall upon notification by the CO/COR, perform special event grounds maintenance services. Special events shall include, but are not limited to, change of command ceremonies, holiday festivities, base appearance inspections, DV (distinguished visitor) cut etc. Support of these events may include, but is not limited to, schedule adjustments for mowing. The standards of performance shall remain the same as improved ground as specified in the paragraph 1.1. in this PWS. The CO or COR will notify the contractor as soon as a special event requirement is known, but no less than 24 hours prior to the event. Upon notification by the CO/COR, the contract manager shall respond within two (2) hours to the COR. Upon receiving direction from the COR the contractor shall begin services within the specified time frame. All Special Event Services work will be executed via a task order by the COR. Provide unit pricing for special event services.

1.6.4. Special (initial) Cuts. The contractor, upon notification from the COR, shall perform a special cut. A special cut will only be used if the grounds are greater than 14 inches in height and/or a new grounds maintenance requirement. All special cuts will be executed via a task order by the COR.

1.6.5. Vacant Military Family Housing. The contractor shall mow grass as improved grounds services, in accordance with paragraphs 1.1. inclusive. The contractor shall mow within 80 feet of the military family housing (MFH) unit or midways between two MFH units that are less than 160 feet apart. The contractor shall complete the services in 5 working days upon a routine order and in 1 working day upon an emergency order. The order schedule is available for the contractor to pick up 5 days prior to expected completion date on a routine order and 1 day prior to expect completing date for an emergency order. The contractor shall be able to perform the maximum of 75 quarters per day.

1.6.5.1. General Officers Quarters (GOQ) and Senior Officers Quarters (SOQ) the contractor shall also maintain flower beds, in accordance with the paragraph 1.3. in all houses designated as GOQ/SOQ.

1.6.5.2. Trees, Hedges, Shrubs and Other Plants. The contractor shall prune/trim all to maintain their natural growth characteristics and shall remove dead or dying branches and plant material. The vegetation including tree twigs to a height of 1” to 5” above the ground shall be cut and removed. The tree roots shall be removed. Hedges shall be free of litter and weeds.

1.6.5.3. Broadleaf, Evergreens and Perennial Flowers. The contractor shall have all dead plant material removed. Minimum clearance from buildings, sidewalks and other obstructions shall be three (3) inches.

1.6.6. Disposal. The contractor shall dispose green wastes (shrub, branch, limbs, twinge etc) for chipping with the tub grinder at recycle center near gate3 on KAB. The contractor shall dispose clippings, leafs and all debris collected from grounds during normal operations at a location off of the U.S. Government installation in accordance with all local prefecture laws.

1.6.6.1. The contractor shall register a truck accessing the recycle center for disposing green wastes in advance.

1.6.7. Typhoon Clean up. The contractor shall perform clean up service at all drainage ditches.

The contractor shall prune/trim fallen/bended braches affected by a typhoon and take those to the green waste site at the recycle center. The contractor shall stand up shrubs and hedges affected by the typhoon.

1.7. PRESERVATION OF GOVERNMENT PROPERTY.

1.7.1 Damages. The contractor shall be responsible for all damages resulting from the contractor’s operation and shall report them to the COR upon occurrence. Any damage shall be repaired within seven (7) calendar days upon notification from the COR at no additional cost to the government. Repair shall be equal to or better than the original condition and be subject to approval of the COR.

1.7.2. Scalping. Precautions shall be taken to prevent scalping due to uneven mowing. Should scalping occur, the contractor shall be responsible for immediate replacement, reseeding or sodden the area to return it to its original condition.

1.7.3 Rutting of Grounds Surface. Precautions shall be taken to prevent rutting of grounds surfaces saturated with water due to rain or other means. If saturation persists, preventing grounds maintenance services to be performed the contractor shall document the circumstances of non-performance and submit to the COR. Documentation provided within 24 hours to the COR shall include, as a minimum, location of non-performance and dates of scheduled/attempted performance.

2. SERVICES SUMMARY.

The Contractor service requirements are summarized into 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) and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4(a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance, will be used 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

SS-1

Maintain Improved Grounds

a. Mow

b. Edge

c. Trim

d. Debris/Police

e. Shrubs/Hedges

f. Air Park

g. GOQ(Bldg4200)

h. Clipping

1.1, inclusive

No more than 10 valid defects per month

SS-2

Maintain Semi-Improved Grounds

a. Mow

b. Trim

c. Shrubs/Hedges

d. Clipping

1.2, Inclusive

No more than 5 valid defects per month

SS-3

Maintain Flower Beds

a. DoDEA(schools)

1.3. No more than 3 defects per month

SS-4

a. Maintain surface drainage ditches

1.4.

inclusive

No more than 5 defects per month

SS-5

Base Perimeter and Interior Security Fence.

1.5. No more than 3 defects per month

SS-6

Special Requirements

a. Tree

b. Shrub removal

c. Special Cut

d. Disposal

1.6.

inclusive

No more than 3 defects per month

SS-7

Vacant Housing Units

a. Mow

b. Edge

c. Trim

d. Debris/Trash /Police

e. Trees/Shrubs/Hedges

f. Flower Beds

g. Drainage Ditches

h. Clipping

i. Disposal

1.8, inclusive

No more than 3 defects per month

SS-8

Quality Control Contractor’s Quality Control Plan (Incorporated into contract after award).

2.1 No more than 10 re-performances per month for all SS objectives

2.1. QUALITY CONTROL.

The contractor shall provide a written description of the quality control system to include identification of the commercial practices and procedures to be used, such as those of the Professional Grounds Management Society (PGMS), Tree Care Industry Association, American Society of Landscape Architects, the American National Standards Institute (ANSI), and local Extension Offices of the Federal Cooperative Extension Service. Include the inspection system requirements of FAR 52.246-4 in this document. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. A written Quality Control Plan shall be submitted to the contracting officer for review and feedback. The plan shall be submitted no later than the pre-performance conference. The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required.

2.2. QUALITY ASSURANCE.

The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. 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 Contracting Officer a Contract Discrepancy Report (CDR) DD Form 2772 for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the Contracting Officer within 10 calendar days of receipt.

2.3. PERFORMANCE ASSESSMENT.

2.3.1. Periodic Validations. This method requires the COR to employ a “spot check” style of evaluation 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.

2.3.2. Customer Feedbacks. This method requires the COR to employ a “Customer Feedback” style of evaluation based on the customer’s call. Customer Feedbacks will be conducted to inspect the pointed site and evaluate the site condition to meet the requirements of this contract.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service within 24 hours of notification by the CO or COR.

Failing to meet the performance threshold as outlined in the SS 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 SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Multi-functional Team.

All remedies shall be in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

2.4. PERIODIC PROGRESS MEETINGS.

The CO, Functional Commander, COR, other government personnel as appropriate, and the Contractor shall periodically meet to discuss the Contractor’s performance. 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 produced in writing, signed by the CO and any other signatures as deemed appropriate, distributed to the functional area and the contractor. Should the contractor not concur with the minutes, the contractor shall provide a written notification to the CO identifying areas of non-concurrence for resolution.

3. GOVERNMENT PROPERTY AND SERVICES.

3.1. FACILITIES.

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

3.1.1. O&M/MFH common areas Contractor, Approximately 30,000 square feet of exterior space are provided for performance of this contract. The area is located near facilities 4803 and 4978.

For routes to and from this area, please see Appendix E.

3.1.2. Munitions areas Contractor, Approximately 10,000 square feet of exterior space are provided for performance of this contract. For routes to and from this area, please see Appendix E.

3.2. UTILITIES.

The Government will furnish utilities as currently installed in Government provided facilities.

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 CO review and approval. The contractor shall practice energy conservation in the Government provided facilities.

3.3. SECURITY AND FIRE SERVICES.

3.3.1. The Government will provide police and fire protection.

The following phone numbers are furnished:

Kadena AB Marines Local (off –base)

EMERGENCY 911 911

Fire Protection/Ambulance 634-2351 645-3776 119 Security Police 634-2476 645-7441 110 Interpreter 634-1880

4. GENERAL INFORMATION.

4.1. MISSION.

The overall Civil Engineer mission at Kadena Air Base, Japan is to plan, maintain, operate, and protect the infrastructure, facilities, and environment for assigned Airmen, families, and civilian employees.

4.2. DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION.

Damages to Government buildings, equipment, or vegetation are addressed in clause 52.237-2- “Protection of Government Buildings, Equipment, and Vegetation.”

4.3. ENVIRONMENTAL REQUIREMENTS.

The contractor shall be knowledgeable of and comply with all applicable Federal (National), State (Prefectural), and Local (Municipalities) Environmental codes and regulation. In the event environmental laws, regulations, or requirements change during the term of the contract, the contractor shall comply with such changes.

4.3.1. Hazardous Materials. The CO shall approve all hazardous materials brought on –site by the contractor prior to use. The contractor shall obtain approval using the application requirements of the AF Form3952. Once the process is implemented and the contractor is trained, the contractor may submit the AF Form 3952 electronically. The CO has the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and environment.

In the event the CO does not approve a hazardous material for use.

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

4.3.2. Pesticides. All pesticides must be approved prior to use by the Command Entomologist.

4.3.3. Hazardous Materials Inventory. The contractor shall maintain an up-to-date hazardous material inventory with copies of MSDS(s) for all materials used on the job site. The contractor shall maintain a complete copy of all approved MSDS and AF Form 3952s.

4.3.4. 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.

4.3.5. Final Report. The contractor shall submit a final inventory, not later than ten working days following termination/completion of this contract, of all hazardous materials used since the last hazardous usage report to the CO or COR. The final inventory will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material.

4.4. PERMITS, LICENSES AND CERTIFICATONS.

Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications;

give all required notices; and comply with applicable Federal, State, Country, 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 DoDI4150.07.

4.5. HOURS OF OPERATION.

Contractor shall perform grounds maintenance services during normal duty hours which are 0700 hours – 1800 hours, Monday through Saturday, excluding U.S. holidays, unless otherwise required in the contract or approved by the CO/COR. The contractor shall notify the COR if he/she desires to perform services other than the hours and days stated in this paragraph.

4.6. RECOGNIZED HOLIDAYS. The contractor is not required to provide service on U.S holidays, except in emergency situation; the holidays are:

New Year’s Day 1 January Martin Luther King Birthday 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, following Monday will be observed

4.6.1. 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.

4.7. SECURITY REQUIREMENTS.

Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees shall 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.

CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS (AUGUST 2007)

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or security police for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, and valid vehicle insurance certificate to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with AFI 31-101, Volume 1, The Air Force Installation Security Program, and AFI 31-501, Personnel Security Program Management, and local Security Forces Acesss Policies citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) Failure to comply with these requirements may result in withholding of final payment.

4.8. PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY.

In the event of a crisis declared overseas or in the United States, not affecting the local area, the contractor shall perform all services required in this contract unless and until notified otherwise by the CO.

All vehicles shall have the contractor’s company name displayed in English on both sides and shall be readable to a distance of at least 50 feet away.

4.9. SPECIAL QUALIFICATIONS.

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. The contractor’s on-site manager must be able to speak and write in the English language. Provide telephone numbers of contractor manager and alternate(s) for after duty hours. The contract manager and alternate(s) must be able to read, write, speak and understand English, or an interpreter must be provided to work alongside the contract manager or alternate(s) at no additional cost to the Government

4.10. 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 Contracting Officer immediately by the most expedient means. Notify the Contracting Officer verbally of disputes with customers or other base contractors and follow-up in writing.

4.11. CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

(QUALITY ASSURANCE PERSONNEL)

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

4.12. WORK CLEARANCE REQUESTS.

Obtain an approved Work Clearance Request for all work which involves excavation including minor digging. Digging permits are available, contact COR for procedures to obtain a digging permit.

4.13. SAFETY REQUIREMENTS AND REPORTS.

The contractor shall perform work in a safe manner as required by OSHA Safety and Health Requirements, and Japan Environmental Governing Standards (JEGS) by US Force Japan.

Provide a verbal report to the CO as soon as possible of each occurrence of damage to Government property or an accident resulting in death, injury, occupational disease, or adverse environmental impact. Provide a completed copy of required Accident Investigation Reports to the CO within five calendar days of each occurrence.

4.13.1. Key Control. The contractor shall develop and implement a key control method to ensure all keys issued to the contractor by the government are not lost or used by unauthorized persons. The contractor shall not duplicate any key issued by the government. The contractor shall immediately report to the COR any occurrences of lost or duplicated keys. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction from the COR, to re-key or replace the affected lock(s) without cost to the government.

In the event a master key is lost or duplicated, the government will replace all locks and keys for that system and the total

4.13.2. Manpower Reports. IAW FY11 NDAA Section 8108, the contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for 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 at http://www.ecmra.mil. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs from 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year with the exception of FY12 data. Contractors may direct questions to the CMRA help desk.

4.13.2. REQUIRED INSURANCE (IN ADDITION TO THAT REQUIRED BY JAPANESE

LAW)

4.13.2.1 The Contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the Contractor at the work site.

4.13.2.2 Type: Automobile Property Damage Insurance Amount: ¥3,000,000 or Dollar equivalent Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent.

4.13.2.3. All vehicles must be properly inspected/insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

4.13.2.4. Prior to the commencement of work hereunder, the Contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the U.S. Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the Contracting Officer.

4.14. TYPHOON PROCEDURES.

4.14.1. Tropical Cyclone Condition of Readiness 2 (TCCOR 2 or TC-2). When Tropical Cyclone Condition of Readiness 2 (TCCOR 2 or TC-2) is declared by Kadena AB Weather authorities, the contractor shall perform a general cleanup of government facilities (open area as specified in Appendix E) and secure all items within the work area. This shall include contractor field offices that will be securely anchored by heavy cable as approved by the Base Civil Engineer representative.

4.14.2 TCCOR 1C. When Tropical Cyclone Condition of Readiness 1C (TCCOR 1C or TC-1C) is declared by Kadena AB Weather authorities, the contractor shall complete securing all contractor-owned equipment and Government property and depart the military installation and monitor radio/television for changes in Tropical Cyclone Condition of Readiness.

4.14.3 TCCOR SW. When Tropical Cyclone Condition of Readiness “STORM WATCH” (TCCOR SW or TC-SW) is declared by Kadena AB Weather authorities, normal grounds maintenance schedules shall be resumed.

APPENDIX A - WORKLOAD ESTIMATE

DESCRIPTION ESTIMATED QUANTITIES ESTIMATED WORKLOAD

Quantity Unit Growing Season

Non-Growing Season

1 Kadena AB & Marine Bases 1099 Acres

1.1 Improved Grounds Area 921 Acres 4 (Jun~Sep) 8 (Oct~ May)

Kadena Air Base

(including Chibana Area)

(765) Acres 4 Months 8 Months

Camp Courtney (18) Acres 4 Months 8 Months Camp McTureous (12) Acres 4 Months 8 Months Camp Lester (12) Acres 4 Months 8 Months Plaza Housing (22) Acres 4 Months 8 Months Camp Foster (52) Acres 4 Months 8 Months Camp Kinser (40) Acres 4 Months 8 Months KAB Air Park (10) Acres 52 Times (Weekly Service)

1.2 Semi-improved Grounds Area 177 Acres 4 (Jun~Sep) 8 (Oct~ May) Kadena Air Base

(& Chibana Area and Naha Mail, JSDF)

(126) Acres 4 Months 8 Months

Camp Courtney (& antenna site by White Beach)

(5) Acres 4 Months 8 Months

Plaza Housing (15) Acres 4 Months 8 Months Camp Foster (31) Acres 4 Months 8 Months

1.3 Shrub Removal 85 Each Year

1.4 Special Event Service 135 Acres Year

1.5 Special(initial) Cut 2 Acres Year

2 18 Munitions Area 580 Acres Year

2.1 Improved Grounds Area 22 Acres Year

2.2 Semi-improved Grounds Area 558 Acres Year

2.3 Shrub Removal 10 Each Year

2.4 Special Event Service 30 Acres Year

2.5 Special(initial) Cut 1 Acres Year

3 Vacant Family Housing 3960 Each Peak Season / Off Season

3.1 General/Senior Officer Quarters 110 Each 4 (Jun~Sep) / 8 (Oct~May)

3.2 Other 3850 Each 4 (Jun~Sep) / 8 (Oct~May)

APPENDIX B – AREA MAPS

Please see attached PDF Files.

APPENDIX C – DATA REQUIREMENTS

Provide the data as indicated below to the CO. All reports, submittals, logs, and information provided to the Government shall be electronic and compatible with Microsoft Office such as Excel, Word, and others. “Compatible” means the documents can be opened using the appropriate Microsoft Office component without any discernible effect on the text(e.g., loss of date) or the formatting of the document:

Item No.

Description Format Frequency

1. Services Summary Contractor Format Original and changes as occurring

2. Quality Management System

Description Contractor Format Original and changes as occurring

3. Work Performed Mutually agreed upon format

Monthly (by the 10th of the month)

4. Damage and Injury Reports As required by law Each Occurrence, within 5 days of incident

APPENDIX D - DEFINITIONS

1. Scalping – areas where the grass is mowed too close to the ground because of uneven ground underneath. When grass is mowed too close to the ground it frequently appears as an unsightly yellow scar. Typically scalping occurs when mowing on hill sides and around obstacles on uneven terrain.

2. Rutting – visible marks left on the grounds from the wheels of mowing and edging equipment.

3. Topping – The reduction of a tree’s size using heading cuts that shorten limbs or branches back to a predetermined crown limit. Topping is not an acceptable pruning practice.

4. Lion’s Tailing – The removal of an excessive number of inner, lateral branches from parent branches.

Lion’s tailing is not an acceptable pruning practice.

5. Types of Pruning:

a. Cleaning – Selective pruning to remove to remove one or more of the following parts: dead, diseased, and/or broken branches.

b. Thinning – Selective pruning to reduce density of live branches.

c. Raising – Selective pruning to provide vertical clearance.

d. Reduction – Selective pruning to decrease the height and/or spread.

6. Branch Bark Ridge – The raised area of bark in the branch crotch that marks where the branch and parent meet.

7. Caliper – The diameter of a tree measured at a point 6 inches above the ground line if the resulting measurement is no more than 4 inches. If the resulting measurement is more than 4 inches, the measurement is made at a point 12 inches above the ground line.

8. Diameter Breast Height (dbh) – The diameter of a tree measured at a point 4.5 feet above the ground line.

9. Trimming – Cutting of grass and other vegetation around grounds obstacles that prevent mowing.

10. Distinguished Visitor (DV) – Grass cutting in high profile areas of base such as ceremonial areas, ornamental areas, distinguished visitor routes, quarters and entrances. A DV cut is generally performed more frequently than other cuttings and the height range specified is usually smaller. Grass clippings are clippings are removed from the area and the end result is uniform in appearance, well-manicured, and complete.

APPENDIX E– GOVERNMENT PROPERTY.

PWS paragraph 3.1 and 3.1.1.

O&M/MFH

17,000 sq feet

O&M/MF

13,000 sq feet

MUNS

10,000 Sq feet

MUNS

APPENDIX F–CLEAR ZONE