Attachment_1_-_DRAFT_PWS_-_Grounds_Maintenance.pdf

REV. DATE: 24 August, 2017.

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[NOTE TO THE WRITER: THIS PERFORMANCE WORK STATEMENT IS BASED ON

COMMERCIAL MARKET PRACTICES AS DETERMINED BY THE MARKET RESEARCH

CONDUCTED ON THIS REQUIREMENT. IT REFLECTS HOW THE COMMERCIAL

SECTOR DOES BUSINESS. THIS DOES NOT RELIEVE THE REQUIREMENT TO

PERFORM MARKET RESEARCH FOR YOUR LOCAL AREA. YOU MUST TAILOR THE

DOCUMENT FOR YOUR BASE BY INCLUDING YOUR UNIQUE REQUIREMENTS AND

QUANTITIES FOR WORKLOAD ESTIMATES. YOU MAY ADD ADDITIONAL

SUBPARAGRAPHS UNDER THE APPROVED PARAGRAPH SECTIONS, AND MAY

“RESERVE” PARAGRAPHS THAT ARE NOT APPLICABLE, BUT NO AREAS ARE TO

BE DELETED AND NO MAJOR SECTIONS SHALL BE ADDED. BID SCHEDULES AND

CONTRACT LINE ITEMS ARE TO BE STANDARDIZED AS WELL TO SUPPORT THE

ACTIVITY MANAGEMENT PLANS IN ORDER TO PROVIDE FULL COST VISIBILITY.]

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GROUNDS MAINTENANCE

PERFORMANCE WORK STATEMENT (PWS)

JAN 2018

Prepared by

RAF MILDENHALL

[LEFT CLICK ON THE TABLE THEN SELECT “UPDATE TABLE” TO REFLECT PAGE

NUMBERS]

TABLE OF CONTENTS

1 DESCRIPTION OF SERVICES

1.1 Maintain improved grounds

1.1.1 mow

1.1.2 Edge

1.1.3 Trim

1.1.4 Weed Control ......................................................................... Error! Bookmark not defined.

1.1.5 Irrigation. RESERVED

1.1.6 Remove debris/police grounds

1.1.7 Leaf removals

1.1.8 Lawn Conditioning

1.1.9 Pest control

1.1.10 Lawn Renovation

1.1.11 Prune Shrub, Hedges and other Plants

1.1.12 Cemeteries. RESERVED

1.1.13 Artificial Turf. RESERVED

1.2 Maintain semi-improved Grounds

1.2.1 Mow

1.2.2 Trim

1.2.3 Perimeter Fence Line

1.3 Maintain Bird Area Strike Hazard (BASH)

1.3.1 Mow

1.3.2 Airfield Light Fixtures

1.3.3 Airfield Coordination

1.3.4 Flight-Line Drivers

1.3.5 Airfield Tower Communications

1.4 Maintain un-improved grounds

1.5 Maintain vegetative beds, inert beds, rock beds and related areas

1.6 Maintain surface drainage ditches

1.7 Perform snow/ice removal

1.7.1 Ice Control

1.7.2 Grit bins .................................................................................. Error! Bookmark not defined.

1.8 Special requirements

1.8.1 Trees

1.8.2 Emergency and special events services

1.8.3 Urban Forest Services ............................................................ Error! Bookmark not defined.

1.8.4 Special Cuts

1.8.5 Planting trees, shrubs, and vegetative beds

1.8.6 Litter Bins/ Dog Waste Bins

1.8.7 Road Sweeping

2 SERVICE SUMMARY

2.1.1 Quality Control

2.2 QUALITY ASSURANCE

3 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 FACILITIES

3.2 UTILITIES

3.3 MATERIALS

3.4 SECURITY, FIRE, AND MEDICAL SERVICES

3.5 TELEPHONE

3.6 SOLID WASTE COLLECTION AND DISPOSAL

4 GENERAL INFORMATION

4.1 MISSION

4.2 BACKGROUND. RESERVED

4.3 DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

4.4 ENVIRONMENTAL REQUIREMENTS

4.4.1 Hazardous Materials

4.4.2 Spill controls

4.4.3 Pesticides

4.4.4 Hazardous Materials Inventory

4.4.5 Hazardous Materials Management

4.4.6 Final Report

4.4.7 PERMITS, LICENSES AND CERTIFICATIONS

4.4.8 Sustainability

4.5 HOURS OF OPERATION

4.6 RECOGNIZED HOLIDAYS

4.6.1 Base Closures

4.6.2 Security Requirements

4.7 PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

4.8 SPECIAL QUALIFICATIONS

4.9 INTERFACES

4.10 CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

4.11 WORK CLEARANCE REQUESTS

4.12 SAFETY REQUIREMENTS AND REPORTS

4.12.2 eCMRA - Contractor Manpower Reporting Application

4.12.3 Anti-terrorism Training

4.13 SCHEDULES

4.13.1 SCHEDULE CHANGES

5 APPENDIXES

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 RAF Mildenhall, RAF Lakenheath, RAF Feltwell, RAF Molesworth, RAF Alconbury, RAF Fairford, RAF Croughton, RAF Welford, RAF Menwith Hill, RAF Caversfield, RAF Barford St John and RAF Blenheim Crescent Air Force Bases (AFB) in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance. Areas maps and workloads depicting the service described in this PWS are identified in the Appendices. The Contractor’s performance will be based on the Contracting Officer’s Representative (COR), and Contracting Officer’s (CO) evaluation of the results required by the Service Summary (SS) and not the method of performance. The evaluation of results will be based on COR surveillance, 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.

The growing season at all AFB listed above is considered to be 1 April through 31 October. All damage caused by the Contractor or its employees to government property and personal property (to include facilities, fences, equipment, trees and shrubs, etc.) due to Contractor operations shall be repaired or replaced by the Contractor within 15 days after identification/notification at no additional cost to the Government. If a plant should die or become unhealthy due to damage, the Contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days after identification or notification.

All fence lines shall be trimmed to prevent vegetation growth in the fence, including removal of vegetation growing up the links of the fence. All areas shall be trimmed concurrent with mowing. Application of nonselective herbicides to control grass, weeds and vegetation around obstacles to include fence lines, shall only be allowed with the COR approval. The contractor shall utilize equipment that will not cause rutting in the grounds area during mowing operations.

The contractor shall maintain all standards identified in this PWS during dry or rainy season.

1.1 MAINTAIN IMPROVED GROUNDS

The Contractor shall carry out all operations as specified, and in accordance with improved grounds, which 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. Maintain grass height between 50 and 100 mm, 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. Removed debris shall be disposed of in accordance with the base’s solid waste management plan.

1.1.1.2 Once grass cutting has commenced on an area, it shall be completed without delay. This includes the cutting of the large areas using machines, strimming around objects and inaccessible areas. Where large areas are cut using tractor, ride-on, or pedestrian grass cutting machinery the contractor shall ensure that the staff with strimmer’s or the like and blowers shall follow immediately, thus ensuring the area is completed prior to moving to the next area. Where electrical cables emerge from the ground to supply power to low level lights, or antennas, the area immediately around the cable shall be cut using hand tools so as to ensure no damage is caused to the cables or adjacent light fittings.

1.1.1.3 Grass cutting machines shall be appropriate for the size of the area being maintained and the standards of finish specified. Inaccessible margins, corners, obstructions and the like shall be cut by other suitable machines or by hand at the same time. All tractors used in grass cutting operations shall be fitted with tires suitable for use on grass areas.

1.1.1.4 Cutters of all mowers shall be sharp, properly set and shall cut the sward evenly and cleanly without tearing or scalping. Where it can be seen that cutting of an area is uneven the contractor will be required to re-cut this area within 24 hours of being notified at his own cost.

The grass areas, once cut, shall always be left with a green appearance and not left brown – any areas so damaged shall be rectified by the contractor. The height of the cut shall not be adjusted without first consulting with the PM.

1.1.1.5 The contractor shall ensure that grass under seats and benches are cut to the same standard as the surrounding areas.

1.1.1.6 Areas shall be kept free of flowering stalks of grass and weeds by cutting with a machine fitted with a horizontal rotary or reciprocating blade.

1.1.1.7 Oil traps, balance ponds and reservoirs. All such areas except those marked as conservation areas are to be cut to the same standard as the adjacent grass area.

1.1.1.8 Grass cutting areas containing naturalized bulbs. This includes daffodils, tulips, crocus, orchids and the like shall be cut and tidied and all arising’s removed off site once all bulb foliage has died back or in the case of orchids as instructed by the PM. This includes the removal of dead foliage at the base of trees. The contractor will remove all dead heads from flowering bulbs but only after agreement with the PM.

1.1.1.9 All arising from improved areas grass cutting shall become the property of the contractor. Where required the arising’s shall be collected and removed off site. The contractor shall be responsible for all charges, fees, transportation and other expenses in connection with tipping. Copies of all certificates issued as a result of disposals shall be supplied to the PM monthly.

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 13 mm 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.

1.1.2.1 Where the grass abuts a horizontal hard surface or shrub bed areas the contractor shall cut it back, as required, to the edge of the hard surface or the shrub bed areas without forming a channel. Where trimming has been carried out on shrub beds, arising’s shall be collected, removed and disposed of offsite.

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

1.1.3.1 The use of Strimmers and the like must be approved by the PM. In the event of damage to plants, vehicles, electrical cables on the surface of buildings, vehicles or any other things, the contractor will be required to make good any loss of damage. If the contractor uses strimmers or the like he shall carry out a close inspection of all grass areas that it is free of stones or other debris that could cause damage. When working with strimmers near or close to buildings with windows or fence lines with gravel, the contractor shall ensure that a second person is available to assist with suitable protection to ensure windows do not get broken by stones, the contractor will rectify the damage, any damage to vehicles, buildings or injury to people is to be reported immediately to the PM. A written report will be submitted to the PM within 3 days.

1.1.4 WEED 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. semi-improved, improved, etc.). The Contractor shall use only approved pesticides.

1.1.4.1 The contractor shall name the member of staff who will supervise the contract and shall provide evidence, including the Basis Registration number, that this person holds the recognized certificate of competence in selling and advising on the use of pesticides.

1.1.4.2 The contractor shall provide evidence to the PM that any member of staff who maybe using Herbicides holds a recognized certificate of competence (NPTC) in there use, unless they are working directly under the supervision of a certificate holder.

1.1.4.3 Rates of application of herbicides shall be appropriate to the density of vegetation to be controlled and shall not be below the minimum or above the maximum specified by the manufacturer. Details of the application shall be provided on a daily pesticide record sheet. It is vital that the areas treated are detailed correctly on the record sheet. It is important that the areas of the Base treated are detailed on the record sheet. i.e. particular buildings (writing 'between B404 and 450' is too vague). Also if fence lines have been treated then record the post numbers involved i.e. 'between posts 0780 and 0995 on the south side'. If gravel is sprayed then describe, where possible, its location i.e. 'north of B725' or 'substation DZZ'. These records shall be submitted to the PM within 24 hours of application

1.1.4.4 The PM shall approve all Hazardous materials brought onto site by the contractor prior to use. The PM has the right to prohibit the use of hazardous materials that are deemed to be especially hazardous to human health and the environment. In the event the PM may provide the contractor a list of suitable substitutes, however it shall remain the responsibility for finding an acceptable substitute. The contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

1.1.4.5 The contractor shall provide the PM with a list of herbicides which he intends to use for approval. It is the responsibility of the contractor to ascertain the general nature of all the weed problems on site and to recommend and use the appropriate chemical to ensure adequate control, this must be approved by the PM. All chemicals used on the Establishments needs to be coordinated and approved by the Pest Management Coordinator for the inclusion in the Installations Integrated Pest Management Plan.

1.1.4.6 The Contractor shall take great care not to cause any damage to turf or plants other than those which are identified to be removed and shall take precautions against spray drift, or leaching of chemicals transversely into drainage channels or watercourses.

1.1.4.7 The Contractor shall be liable for the cost of replacing any such plants or turf killed or damaged, or for any other claims resulting from his operations within or outside the area being treated.

1.1.4.8 Water for the works shall be provided by the Establishments own water supply. The Contractor shall provide all temporary receptacles and plumbing accessories. Prior to any required usage of the Establishments hydrants the contractor is to inform the PM and the Fire Dept. and Utilities Shops. All connections shall be made using a verifiable reduced pressure zoned device (RPZ).

1.1.4.9 The Contractor shall not contaminate any water supply with Herbicides. When drawing water direct from a supply from local Water undertakers mains shall ensure the back flow preventions valve incorporating a RPZ device assembly pipe is connected. There will be no direct connection between the mains and any spraying equipment, but shall draw water into an immediate storage tank. The contractor shall record all water usage and report to the PM on a monthly basis.

1.1.4.13 Within the Mobilization period the Contractor shall provide a draft program specifying the dates and sequences of total and selective weed killing etc. for agreement by the PM. During January of each year the contractor shall provide the PM an acceptable program of works for the forthcoming season. This will be repeated for each seasons spraying.

1.1.4.14 Applications of pesticides/herbicides to Improved, semi- improved, un-improved, BASH and airfield areas:

Effectiveness of treatments. The contractor shall maintain areas in accordance with the following standards. Where the PM can reasonably show that the treatment has failed to achieve effectiveness specified or where the areas are found to be untreated, the contractor shall be given 48hrs notice to remedy the failure by further treatment without undue delay. These further treatments shall be at the contractor’s sole expense and to the PM satisfaction.

Total Weed-killing. For areas requiring total eradication of vegetation: kill off treated growth (as specified by the manufacturer of the chemical) and maintain thereafter in weed free state for the period of 12 months from the date the chemical was applied. The amount of regrowth of weeds at the end of a 12 month period shall not exceed 5% of the total area treated.

Initial application will normally be during the months of February and April unless otherwise stated. Subsequent re-treats will be as required in order to maintain standards.

Application dimensions and locations of total weed control. Except where an overall spraying or application of granules is required, the width of spraying or application of granules in various circumstances shall be as follows:

1) 300mm strip on each side of all fence lines.

2) Base of buildings (temporary or permanent). Where there are no shrubs or bedding plants a 300mm strip along the base of the buildings or as presently defined.

3) Static water tank surrounds and oil/water interceptors. Where guard rails are provided, a

1000mm strip on those sides having guard rails and a 500mm strip on the remainder.

4) Fire breaks. A 300mm wide strip or as presently defined.

5) Danneart wire. The entire area beneath wire including 500mmm strip on each side where access is available.

6) Paths (including all block paving), roadways, steps, heating ducts etc.

7) Joints, edges and cracks in concreate, tarmac, manhole covers. All joints in kerbs and between kerb and road surface, but not the back of kerbs where they abut grassed/ soft landscaped areas.

8) All graveled and stoned areas including electrical sub stations and gas compounds and any other enclosure. A permit to work is required in these areas.

9) Tops of blast walls, revetments and E-Flux chambers.

10) Joints between wooden posts wooden planters)

11) Arial masts (entire area) with additional 500mm strip around the outside. Permission required to work in these areas.

12) All runway “HOLD” signs shall have a weed killed strip around them. Spray a 500mm strip around the entire sign.

13) Running tracks (including a 150mm strip on each side of track).

14) Artificial sports field surfaces and a 150mm onto grass perimeter.

15) All joints on safety surfaces etc. within children’s play areas with a 150mm strip weed killed on outside edge.

16) Where fence lines adjoin any of the above areas of grass, these should be sprayed to maintain a clear area at the base of the fence so the fence line is always visible.

1.1.4.15 Selective Weed Killing for Improved, Semi-Improved and BASH Areas

Improved areas - As and when ordered by the PM selective weed control will be carried out to control broad leaved weeds in turf. Killing off 95% of all common lawn weeds within 28 days of the date when the first treatment was carried out. The initial treatment will normally be carried out during the months of April and May unless otherwise stated with any follow up treatments as required so that the weed content at the end of the growing season the grass areas are 95% weed free.

Semi improved - As and when ordered by the PM selective weed control will be carried out to control broad leaved weeds in turf. All areas will be priced as one line item for each base.

Killing off 95% of all common lawn weeds within 28 days of the date when the first treatment was carried out. Work will only be carried out when instructed by the PM using the priced line item for each location. There is no guarantee that work in this area will be ordered.

BASH areas - As and when ordered by the PM selective weed control will be carried out on BASH grass as required by the particular location to control broad leaved weeds. Killing off 95% of all common lawn weeds within 28 days of the date when the first treatment was carried out. The initial treatment will normally be carried out during the months of April and May unless otherwise stated with any follow up treatments as required so that the weed content at the end of the growing season the grass areas are 95% weed free. Work in this area will only be carried out when instructed by the PM using the priced line item for the locations with airfields.

There is no guarantee that work in this area will be ordered.

1.1.4.16 Brushwood Killing. For areas requiring brushwood control: The contractor shall kill off all growth as specified for treatment and maintain free form vegetation for a period of 12 months from the date of treatment. Application will normally be made between the months of March to September unless otherwise stated.

1.1.4.17 Control of Ragwort and other notifiable weeds: the contractor shall include for the killing of ragwort using approved chemicals. Targeting the first year rosette stage shall be made.

The second year, mature flowering stage, shall not be sprayed.

1.1.4.18 The contractor shall observe the following legislation:

- The control of Pesticides Regulations 1986, related to the sale, storage, transport and use of pesticides in connection with the contract

- The Wildlife and Countryside Act 1981

- The Water Resources Act 1991

- Groundwater Regulations 1999

- Pesticides Act 1998

- Poisons Act 1972

- Control of Substances Hazardous to Health

- Local Environmental Risk Assessments for Pesticides 1999 (LERAP’s)

1.1.4.19 In addition to the legislation in 1.1.4.18, the contractor shall observe and follow the Pesticide Management Plan. These documents can be viewed by appointment with the PM.

1.1.4.20 Vehicles, Machines and Movement. The contractor shall supply all vehicles for the execution of the works and shall ensure that they are of a type, are calibrated and used in accordance with the provisions of the FEPA 1985 and the COPR 1986.

1.1.4.21 The contractor shall ensure that the timing of his operations is such that the maximum effect is obtained in relation to the particular materials being used and the types of growth being controlled. The contractor shall provide the PM with a programme of works to this effect. When work on the contract is begun, it shall be completed without delay unless weather conditions are inappropriate. If the contractor cannot complete the work as previously agreed with the PM for whatever reason he shall notify the PM in writing or by email and provide a new programme of works.

1.1.4.22 Where instructed by the PM or his representative that a treatment has failed or that a re-treatment is required in order to maintain the standard, the contractor shall respond within 48 hours and retreat unless weather conditions dictate otherwise. Pesticide record sheets shall be provided to cover the re-treatment as applicable. Where compliance is not achieved, payment for the total contract area concerned (not part of) for that calendar month will not be

1.1.5 IRRIGATION. RESERVED

1.1.5.1 OPERATION OF IRRIGATION SYSTEMS. RESERVED

1.1.5.2 MAINTENANCE OF IRRIGATION SYSTEMS. RESERVED

1.1.5.3 WINTERIZATION OF IRRIGATION SYSTEMS. RESERVED

1.1.6 REMOVE DEBRIS/POLICE GROUNDS

The contractor shall perform general litter patrol in areas of improved grounds identified in Appendix A and B. prior to cutting. Remove and dispose of natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Police areas to maintain a neat and professional appearance.

1.1.6.1 DEAD ANIMALS

All dead animals are to be collected for disposal within 2 hours of notification. Prior to disposing, report number and type (bird, dog, cat, unrecognizable, etc.) to the COR, who will forward report to Pest Management and Natural Resources. Contractor shall contact pest management and public health within 10 business days after contract award to get instructions on the protocols for handling dead animals (e.g., PPE and local disease protections).

1.1.7 LEAF REMOVALS

The contractor shall remove leaves prior to mowing in areas of improved grounds to maintain a neat and professional appearance.

1.1.7.1 Additional leaf removal must be completed within 10 days upon the issue of the work request by the CO or PM, to ensure Leaves, fruiting bodies and all other debris from all areas of grass, roadways, ditches, paths, patio areas, car parking areas, other hard surfaces, bases of hedges, fences, and shrub beds within the improved areas are removed. Such requests will be issued on an average of 7 times per the fall season normally during the period of the 1st October and the 31st January. The timing of these work requests will be at the discretion of the PM.

Dependent on volume of leaf fall there may be less than 7 occasions.

1.1.7.2 All arising’s are to be removed promptly to an approved and licensed tip outside the estate and not left in local heaps. This does not mean that any leaves or other debris found outside these dates should not be removed.

1.1.7.3 In the event that of machinery being utilized for leave clearance which, due to the nature of its operation cuts the grass, all the surrounding areas shall be trimmed or cut to the same height.

1.1.8 LAWN CONDITIONING

1.1.8.1 FERTILIZATION

The contractor shall have a pH adjustment and fertilizer application program. The contractor shall perform a laboratory test of the soil in improved grounds and apply fertilizer and lime using procedures appropriate for the soil conditions found, type of grass, and season. Apply fertilizer and other soil amendments to bring soil condition to that suitable for the vegetation being treated.

This work will be requested by the PM.

1.1.8.2 AERATION

The contractor shall aerate lawns on improved grounds once per year during the month that best suited for the grounds and type of grass. Aeration shall be performed with a core aerator to remove soil plugs at a minimum of 100 mm deep and 50-76 mm apart. Plugs will be left on the lawn to disintegrate.

1.1.9 PEST CONTROL

The contractor is responsible for the control of rabbits, moles within improved and semi-improved areas and their abatement should be specifically addressed in the Integrated Pest Management (IPM) plan. The Contractor shall use only approved pesticides. The Contractor shall ensure that all workers have current certification for the pest control services being performed.

1.1.9.1 The contractor shall carry out pest control on airfields and Air Operating Surfaces in accordance with the requirements of the Military Aviation Authority Regulatory Publications or the Federal Aviation Authority.

1.1.9.2 The level of control shall be such that, in the opinion of the PM the areas are substantially free of pests at all times. The control methods shall be approved by the PM. Control can be carried out by the use of chemicals, traps, ferrets and by the means of shooting. The PM reserves the right to approve the use of chemicals depending on the area of use.

1.1.9.3 Chemical usage shall be restricted to approved chemicals only. Prior to the use of any chemical the contractor shall supply the PM with all necessary COSHH and safety data sheets, and an associated risk management report. Copies of operators training certificates are to be supplied to the PM. Record sheets are to be returned to the PM by 10:00 hours the following day and should detail the amount of chemical used and the exact amount of active ingredient.

1.1.9.4 Shooting is permitted on the Establishments. The contractor is to adhere to strictly to the policy to be detailed and issued by the RAF Commander and by the PM. The contractor shall ensure that all animals dispatched are removed from the establishments where practicably possible so as not to attract carrion and other birds to the Establishments.

1.1.9.5 The contractor is to provide the PM with copies of their insurance liability policy, fire arm licenses at the award of contract and then annually thereafter.

1.1.9.6 Once the contractor has dispatched any rabbits, moles within Improved, Semi-Improved or BASH areas the contractor shall removes excess soil from mole hills, level and seed the area.

Holes created by rabbits are to be filled and the area seeded. Where rabbits are dealt with in planted areas, any soil excavated in the making of the rabbit hole will be used to back fill.

1.1.9.7 The contractor shall carry out an inspection of all the establishments once per week.

Where rabbits and moles are controlled, the contractor shall revisit the Establishment the following week to ensure that control has been successful. If the control has not been successful the contractor shall use his expertise to control vermin within the Improved, Semi-Improved or BASH areas. The contractor shall visit more frequently to ensure the Establishments are free from infestation. If in the opinion of the PM, more frequent visits are required to maintain the site free from infestation, any extra visits shall be carried out at no additional cost.

1.1.9.8 Record sheets are to be submitted within 24 hours of any application. This can be done by fax, but the originals should be submitted weekly.

1.1.9.9 The contractor shall provide a Spill Plan to be submitted and approved by the PM prior to starting work on site.

1.1.10 LAWN RENOVATION

The contractor shall renovate lawns in improved grounds as identified by the PM. This work will be issued via a separate work request. Renovate deteriorated lawn area to match surrounding areas.

1.1.11 PRUNE SHRUB, 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 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.

1.1.11.1 All shrubs shall be pruned in accordance with the correct horticultural practice for the type of shrub, and the appropriate time of year. In all cases, dead, diseased and damaged material shall be cut back to below the level of affected growth. Overgrowth at paths, roads, exits and entrances, and growth obscuring highway sight lines shall be removed. Shrubs growing individually or in small groups within the improved area shall be included.

1.1.11.2 The contractor shall maintain all established amenity hedges at a frequency to ensure that the new growth does not exceed 200mm except Leylandii which shall be cut once per year only. Both sides and top of the hedge shall be cut back to the base of the current season’s growth and the grass and weeds cut and removed from the hedge bottom together with any litter. Where amenity hedges are immature then the new growth shall be cut back only by half each time until the width and height required by the PM is achieved. Thereafter such hedges shall be maintained as being established. Flail cutters shall not be used in this operation. Leave hedges neat and level each time they are cut.

1.1.12 CEMETERIES. RESERVED

1.1.13 ARTIFICIAL TURF. RESERVED

1.2 MAINTAIN SEMI-IMPROVED GROUNDS

Semi-improved grounds are identified in Appendix A and B. The Contractor shall carry out all operations as specified, and in accordance with the Contract Drawings.

1.2.1 MOW

The contractor shall maintain grass height between 100 and 250 mm in all semi-improved grounds areas. Maintain a uniform appearance in all areas. Where possible, maintain adjacent areas at or near the same grass heights.

1.2.1.1 Once grass cutting has commenced on an area, it shall be completed without delay. This includes the cutting of the large areas using machines, strimming around objects and inaccessible areas. Where large areas are cut using tractor, ride-on, or pedestrian grass cutting machinery the contractor shall ensure that the staff with strimmers or the like and blowers shall follow immediately, thus ensuring the area is completed prior to moving to the next area. Where electrical cables emerge from the ground to supply power to low level lights, or antennas, the area immediately around the cable shall be cut using hand tools so as to ensure no damage is caused to the cables or adjacent light fittings.

1.2.1.2 Grass cutting machines shall be appropriate for the size of the area being maintained and the standards of finish specified. Inaccessible margins, corners, obstructions and the like shall be cut by other suitable machines or by hand at the same time. All tractors used in grass cutting operations shall be fitted with tires suitable for use on grass areas.

1.2.1.3 Cutters of all mowers shall be sharp, properly set and shall cut the sward evenly and cleanly without tearing or scalping. Where it can be seen that cutting of an area is uneven the contractor will be required to re-cut this area within 24 hours of being notified at his own cost.

The grass areas, once cut, shall always be left with a green appearance and not left brown – any areas so damaged shall be rectified by the contractor. The height of the cut shall not be adjusted without first consulting with the PM.

1.2.1.4 The contractor shall ensure that grass under seats and benches are cut to the same standard as the surrounding areas.

1.2.1.5 Oil traps, balance ponds and reservoirs. All such areas except those marked as conservation areas are to be cut to the same standard as the adjacent grass area.

1.2.1.6 Arising from grass cutting scattered on roads, hard stands, paths, and the like shall be removed off hard surfaces at the same time the grass is cut.

1.2.1.7 All arising from improved areas grass cutting shall become the property of the contractor. Where required the arising’s shall be collected and removed off site. The contractor shall be responsible for all charges, fees, transportation and other expenses in connection with tipping. Copies of all certificates issued as a result of disposals shall be supplied to the COR’s monthly.

1.2.1.8 Remove and dispose of natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Police areas to maintain a neat and professional appearance.

1.2.1.9 Where the Contractor receives notification that a dead animal requires collection he shall respond within 2 hours of such notification. Prior to disposing, report number and type (bird, dog, cat, unrecognizable, etc.) to the PM, who will forward report to Pest Management and Natural Resources.

1.2.1.10 Pest Control. As specified in Para. 1.1.9

1.2.1.11 Weed Control. As specified in Para. 1.1.4

1.2.1.11.1 As and when ordered by the COR’s the contractor shall carry out selective weed killing to control broad leaved weeds in turf within the Semi improved grounds. All areas will be priced for one line item for each Establishment. Killing off 95% of all common lawn weeds within 28 days of the date when the first treatment was carried out.

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 semi - improved grounds. Trimming height shall match surrounding area grass height. All areas shall be trimmed concurrent with mowing.

1.2.1.1 The use of Strimmers and the like must be approved by the PM. In the event of damage to plants, vehicles, electrical cables on the surface of buildings, vehicles or any other things, the contractor will be required to make good any loss of damage. If the contractor uses strimmers or the like he shall carry out a close inspection of all grass areas that it is free of stones or other debris that could cause damage. When working with strimmers near or close to buildings with windows or fence lines with gravel, the contractor shall ensure that a second person is available to assist with suitable protection to ensure windows do not get broken by stones, the contractor will rectify the damage, any damage to vehicles, buildings or injury to people is to be reported immediately to the PM. A written report will be submitted to the PM within 3 days.

1.2.3 PERIMETER FENCE LINE

The contractor shall maintain a 2 m strip on each side of the perimeter fence (4 m total) as Semi- Improved Grounds. The fence line is identified in Appendix A.

1.3 MAINTAIN BIRD AREA STRIKE HAZARD (BASH)

BASH are identified in Appendix A and B.

1.3.1 MOW

Grass and vegetation shall be maintained between 175 to 355 mm. The grass shall not be shorter than 175 mm in height to prevent dust and debris on the airfield and never be more than 355 mm in height to prevent bird habitation. The contractor shall begin mowing operations at the active runway paved surface and move away from active runway to the outermost area. This causes insects and animals to move toward the inside of the field and away from the runway. The contractor shall be responsible for insuring that all foreign objects and debris produced by grounds maintenance is cleared off all taxiways, and aircraft parking aprons before leaving the work area.

1.3.1.1 As and when ordered by the PM the contractor shall carry out selective weed killing to control broad leaved weeds in turf within the BASH areas. All areas will be priced for one line item for each Establishment. Killing off 95% of all common lawn weeds within 28 days of the date when the first treatment was carried out.

1.3.2 AIRFIELD LIGHT FIXTURES

The contractor shall cut a 3 m wide path between 100 and 150 mm 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.

1.3.3 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.

Contact information can be obtained from the PM.

1.3.4 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 (flight-line 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.

1.3.5 AIRFIELD TOWER COMMUNICATIONS

The contractor shall be radio-equipped to maintain constant two-way radio contact with the control tower and Airfield Management when operating near runways, overruns, and taxiways.

The contractor shall maintain contact with the control tower when operating on or within 45 m of the runway. The contractor shall provide all communication equipment required for this contract.

The government shall provide the transceiver frequency to the contractor. All equipment shall be VHF type with a minimum five-mile range and shall have private line capability. The contractor shall be responsible for any changes to radio types that the base makes in the course of this contract, i.e. frequency changes. The contractor shall respond immediately to the directions of the Air Traffic Control tower personnel.

1.4 MAINTAIN UN-IMPROVED GROUNDS

The Contractor shall carry out all operations as specified, and in accordance with the Contract Drawings. Un-improved grounds are identified in Appendix A and B. The contractor shall maintain grass and vegetation in un-improved grounds to prevent woody encroachment. The contractor shall mow un-improved grounds once per year to a height between 200 and 355 mm.

1.4.1 Once grass cutting has commenced on an area, it shall be completed without delay. This includes the cutting of the large areas using machines, strimming around objects and inaccessible areas. Where large areas are cut using tractor, ride-on, or pedestrian grass cutting machinery the contractor shall ensure that the staff with strimmers or the like and blowers shall follow immediately, thus ensuring the area is completed prior to moving to the next area. Where electrical cables emerge from the ground to supply power to low level lights, or antennas, the area immediately around the cable shall be cut using hand tools so as to ensure no damage is caused to the cables or adjacent light fittings.

1.4.2 Grass cutting machines shall be appropriate for the size of the area being maintained and the standards of finish specified. Inaccessible margins, corners, obstructions and the like shall be cut by other suitable machines or by hand at the same time. All tractors used in grass cutting operations shall be fitted with tires suitable for use on grass areas.

1.4.3 Oil traps, balance ponds and reservoirs. All such areas except those marked as conservation areas are to be cut to the same standard as the adjacent grass area.

1.4.4 Arising from grass cutting scattered on roads, hard stands, paths, and the like shall be removed off hard surfaces at the same time the grass is cut.

1.4.5 Remove and dispose of natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Police areas to maintain a neat and professional appearance.

1.5 MAINTAIN VEGETATIVE BEDS, INERT BEDS, ROCK BEDS AND RELATED AREAS

The contractor shall maintain vegetative beds, inert beds, rock beds, and related areas as identified in Appendix A and B to present a neat and professional appearance. This service will be issued as a work order by the PM. 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.

1.6 MAINTAIN SURFACE DRAINAGE DITCHES

The contractor shall maintain surface drainage ditches to be free of shrubs, trees, silt and trash to prevent erosion and ensure continuous flow of water. Drainage ditches to be maintained are identified in Appendix B. The contractor shall follow each RAF installation’s environmental guidance and limitations on use activities adjacent to or connected to areas of environmental concern such as near great crested newt habitats. Each RAF installation shall provide guidelines to the contractor for performing maintenance in areas that can affect species of concern or to protect habitats that may be adversely affected by maintenance activities for surface drainage ditches.

1.6.1 Ditch runs in grass areas shall be maintained to the same height as the grass adjacent to the ditch. When the sides of ditches are cut, all arising’s falling into the ditch shall be raked, collected, and removed. The inlet, outlet pipes and grills in any ditches shall be checked weekly to ensure that there aren’t any blockages or accumulation of debris/arising’s that would hinder the free flow/passage of water at all times. This operation shall include the removal of all litter.

1.6.2 Grass immediately either side of French drains shall be cut on each time the adjacent grass areas are cut and the drains must be kept free of weeds at all times. The use of chemicals for his operation is prohibited. Any weeds or plants found growing in the French drain areas shall be removed to ensure the gravel area is always free of any unwanted growth. The contractor shall use suitable machinery to ensure that stones are not “thrown” about causing damage.

1.6.3 All debris, silt, weeds, shrubs, saplings, and other materials shall be removed from ditch culverts to ensure free flowing/passage of water at all times.

1.6.4 Clear the bottom of ditches to ensure the removal of all silts, vegetation, and rubbish leaving waterways clear. All arising’s from the operation described in this section (all of 4.5 including sub-sections) shall be collected, removed, and disposed of with any arising’s collected throughout the day.

1.7 PERFORM SNOW/ICE REMOVAL

The contractor shall clear snow and ice from all paved areas, sidewalks, steps, stairs, landings, and entrance ramps as shown in Appendix B during the period of 1 November to 30 April each year. The contractor shall ensure a pathway of 1 m wide is free of snow accumulation, piles, or drifts by removing all snow and ice from sidewalks, steps, landings, and entrance ramps to within 15 m of all facilities. The contractor shall remove snow, including drift or piles, from all remaining paved surfaces such as thoroughfares, parking lots, and airfields as shown on the map in Appendix B, IAW installation Snow and Ice Control Plan (S&ICP). The Snow in Priority 1 areas shall be removed first followed by areas identified as Priority 2, then Areas identified as Priority 3, as shown on the Establishment Maps in Appendix B. This may require multiple snow/ice removals each day. When snowfall is heavy or accumulations become excessive, the contractor shall place excess snow in approved snow dump locations as identified in Appendix B

Special equipment, depending on the severity of the snow/ice event may be needed, including a front-end grader with non-ferrous edge for snow/ice removal. This will be determined by the contractor, but no additional payment will be made if this equipment is needed. Also, gritting equipment suitable for distributing evenly controlled pure rock salt if required by the customer.

Capacity to hold minimum of 1 cubic meter. If salt or salt/sand mix is to be used, this will be either supplied by USVF or paid for as additional work schedule. The contractor will be responsible for monitoring the stockpile of material and notifying the USVF if they feel the supply is not adequate for an anticipated snow/ice event.

Priority 1 Areas - These are the main roads on the installations that the in-house government snow removal teams may or may not be able to get to during a snow event. Although these areas are referred to as Priority 1 areas, they may or may not be what the contractor is directed to clear first, however, that will usually be the case. These areas include emergency vehicle access routes and will usually be accomplished first.

Priority 2 Areas - These are typically the secondary roads and some car parks throughout the installations, including some of the housing areas.

Priority 3 Areas - These are typically the remaining car parks and tertiary roads that do not require immediate attention.

1.7.1 ICE CONTROL

The Contractor shall provide ice control by pre-treating sidewalks, paved areas, thoroughfares and parking lots to provide secure footing or safe driving conditions. Contractor shall provide “continuous monitoring” of base thoroughfares to ensure pavement conditions remain as clear as possible. This may require multiple treatments each day.

1.7.1.1 The contractor shall provide a system to identify frost and snow weather patterns and a response system appropriate to the specific requirements of each Establishment.

1.7.1.2 The contractor shall have all equipment/ materials (grit) necessary to conduct the snow and or ice removal operations on each Establishment to perform the work from the 1 November to 30 April. The contractor shall have adequate levels of appropriate equipment/ materials to allow each Priority Area to be completely treated and cleaned. The PM will identify areas on the Establishments where equipment and material can be pre-staged.

1.7.1.3 The contractor shall make sufficient arrangements to ensure that work can be executed simultaneously at all Establishments covered by the contract. Each Establishment will call out the services required independently since weather conditions and or mission requirements may vary. Such arrangements will ensure that work can be executed on a 24 hour a day , 7 days a week basis for the period of 1 November to 30 April.

1.7.1.4 The contractor shall have a formal call-out process so that the COR’s can contact the contractor at any time to instruct the commencement of snow and ice clearance. Mobilization at any of the Establishments will be within 1 hour of the call out. Each Priority 1 Area will be completely cleared and treated within 4 hours of the commencement of work. Priority 2 and priority 3 areas will be cleared and treated in sequence and are identified on each Establishments Base map in Appendix B.

1.7.1.5 The contractor shall be responsible for clearing the snow down to the pavement, but not so close as to damage the pavement, kerbs, or other fixed objects. If the contractor does damage to the pavement or kerbs they will immediately advise the PM.