Attch_1_-_Performance-Based_Work_Statement__19_May_14.pdf

Solicitation No: FA5270-14-R-0017

Title: Grounds Maintenance Services at Okuma

Attachment 1: Performance-Based Work Statement

PERFORMANCE-BASED WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICES

AT

OKUMA RECREATION FACILITY, OKINAWA, JAPAN

18 CES

KADENA, AB

19 MAY 2014

TABLE OF CONTENTS

1. DESCRIPTION OF SERVICES 3-5

2. SERVICES SUMMARY 5-6

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES 7

4. GENERAL INFORMATION 8-11

5. APPENDICES 11-15

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 at Okuma Recreation Facility, 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), Contracting Officer Representative (COR), and Government Point of Contact

(POC) 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 POC 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 (26.4 acres) are identified in Appendix A.

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, ruts, or scalps. The contractor shall be required to pick up debris, natural and man-made, 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.) The contractor shall 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). This service will be issued as a work order by the

COR or Government Representative. 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 and trimmed to allow light usage for its intended purpose.

Shrubs and hedges located on street corners, curb easements, etc shall be pruned and 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.

1.2. 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 areas.

1.3. 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 Military

Family Housing (MFH) areas shall have a minimum of 15 feet vertical and 10 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 B.

1.4. WATER PUMPING STATION SITE.

The contractor shall cut the water pumping station grounds on a monthly basis (12 cuts per year).

Physical size is approximately 10 meters by 30 meters. Water pumping station is located off the east side of Highway 58, approximately 25 meters south of the Okuma intersection. See

Appendix C.

1.5. SPECIAL REQUIREMENTS.

1.5.1. 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.

1.5.2. Special Event Services. The contractor shall upon notification by the COR, perform special event grounds maintenance services, change of command ceremonies, holiday festivities, base appearance inspections, distinguished visitor (DV), schedule adjustments for mowing. The standards of performance shall remain the same as improved ground as specified in paragraph 1.1 in this PWS. The 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, 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.

1.5.3. Disposal. The contractor shall dispose clipping 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.

1.5.4. Clean up. The contractor shall perform clean up service at all drainage ditches. The contractor shall prune/trim fallen/bended braches. The contractor shall stand up shrubs and hedges.

1.6. PRESERVATION OF GOVERNMENT PROPERTY.

1.6.1. 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.

1.6.2. 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.

1.6.3. 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 will follow 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

1.1, inclusive No more than 2 valid defects per month

e. Shrubs/Hedges

h. Clipping

SS-2

a. Maintain surface of drainage ditches

1.2.

No more than 2 valid defects per month

SS-3

Base Perimeter and Interior

Security Fence.

a. Clear Zone(Fence Line)

15 feet vertical

10 feet horizontal

1.3. No more than 2 defects per month

SS-4

PUMP STATION SITE

a. Mow

b. Edge

c. Trim

d. Debris/Police

e. Clipping

1.4. No more than 1 defects per month

SS-5

Special Requirements

a. Tree

b. Special Cut

c. Disposal

1.5, inclusive No more than 1 defects per month

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 POC 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 POC 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 POC 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 POC 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 POC 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 POC.

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.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. FACILITIES.

The Government will provide an open area as specified in Appendix D 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. The area is located near Bldg 220. The area may be used by the contractor for equipment and material storage, equipment repair and maintenance, refueling and other purposes as approved by the Government

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. EMERGENCY AND SECURITY SERVICES.

Emergency Service: 098-911-1911

Security Police: 631-1812

4. GENERAL INFORMATION.

4.1. 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.”

4.2. 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.

4.2.1. Hazardous Materials. The POC 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 POC has the right to prohibit the use of hazardous materials to be especially hazardous to human health and environment.

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

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

4.2.3. Hazardous Materials Inventory. The contractor shall maintain an up-to-date hazardous material inventory with copies of Material Safety Data Sheets 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 as required.

4.2.4. 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.

4.2.5. Final Report. The contractor shall submit a final inventory of all hazardous materials used since the last hazardous usage report to the CO or POC, not later than ten working days following termination/completion of this contract,. 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.

4.3. 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.

4.4. 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/POC. The contractor shall notify the POC if he/she desires to perform services other than the hours and days stated in this paragraph.

4.5. 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

4.5.1. 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.

4.6. 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.

4.7. 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.

4.8. 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

4.9. 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.

4.10. WORK CLEARANCE REQUESTS.

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

4.11. 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 POC 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 POC within five calendar days of each occurrence.

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

LAW)

4.11.1.1 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.

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

4.11.1.3. All vehicles must be properly inspected/insured in accordance with Japanese

Compulsory Insurance (JCI) requirements.

4.11.1.4. 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.

4.12. TYPHOON PROCEDURES.

4.12.1. 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 furnished facilities 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.

4.12.2 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-Furnished property and depart the military installation and monitor radio/television for changes in Tropical Cyclone Condition of Readiness.

4.12.3 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.

5. APPENDICES.

Appendix A Contracted Area Map

Appendix B Clear Zone

Appendix C Location of Water Pumping Station

Appendix D Government Furnished Property

APPENDIX A - CONTRACTED AREA (26.4 acres) MAP

APPENDIX B – CLEAR ZONE

APPENDIX C – LOCATION OF WATER PUMPING STATION

APPENDIX D – GOVERNMENT FURNISHED PROPERTY (PWS 3.1.1)