RRSGroundsMaintPWS3-14.docx

PERFORMANCE WORK STATEMENT

FOR

GROUNDS MAINTENANCE SERVICES

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

PROJECT NR: ULDF120523

14 MARCH 2012

GROUNDS MAINTENANCE PWS

TABLE OF CONTENTS

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 Air Force Research Laboratory/Rome Research Site (RRS), 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 assessed on the Contracting Officer’s (CO) and Contracting Officer’s designated Representative (COR) evaluations 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 on Appendix 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 and 4 inches uniform in appearance, free of skips, gaps, rutting, or scalping. The contractor shall remove or mulch grass clippings when visible after mowing, before leaving work area. During an extremely hot and dry period, a reduced frequency and increased height of mowing, as determined by the COR, shall be accomplished so as not to kill or damage lawn areas.

1.1.2. Edge. The contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaced areas located within the improved grounds so that grass height matches surrounding area grasses. Edging shall include removal of vegetation from expansion joints and cracks in sidewalks, driveways, curbs and other hard surfaces. Grass, vegetation and weeds shall be cut back no more than ½-inch from the surface edged, maintaining an even contour with the edged surface, uniform in appearance and free of scalping, rutting, and uneven or rough cutting. Grass and weeds shall be removed and disposed of immediately after edging is performed.

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. This includes all areas inside fence enclosures. 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. Removed clippings wil be disposed of at an offsite location in accordance with existing local, state and federal regulations.

1.1.4 Irrigation. (Reserved)

1.1.5. Remove Debris/Police Grounds. The contractor shall perform general litter patrol in all areas of improved grounds and parking lot areas. Contractor's policing responsibilities shall include, but not be limited to, the removal and off-site disposal of all natural debris, (tree limbs, dry brush, rodent habitats, sand, stones, leaves, etc.) and manmade debris. Contractor shall police prior to and during each mowing.

1.1.6. Leaf Removal. The contractor shall remove leaves from improved grounds as needed, to maintain a neat and professional appearance. Special attention to leaf removal shall occur during the months of October and November, when fallen leaves shall be removed weekly from all improved grounds areas. The contractor shall dispose of all leaves at an offsite location in accordance with existing local, state and federal regulations.

1.1.7 Fertilization. (Reserved)

1.1.8 Pest Control. (Reserved)

1.1.9 Lawn Renovation. (Reserved)

1.1.10 Prune Shrubs, Hedges and Other Plants. The contractor shall prune/trim shrubs, and other plants to maintain their natural growth characteristics to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Shrubs, hedges, and ground cover, and broadleaf evergreens shall be pruned/trimmed as required maintaining clearances of minimum of 3 inches from buildings, sidewalks, or other obstructions.

1.1.11. Aerate Soil. The contractor shall perform soil aeration at all grass areas of improved grounds annually to maintain grounds in a healthy state. Aeration shall be done prior to the first mowing.

1.1.12. Spring and Fall Grounds Cleanup. The contractor shall clear all improved grounds of all debris prior to the first mowing and after the seasons’ last mowing. All trash, papers, limbs, sand, leaves, and other debris shall be removed, and disposed of off-site by the contractor.

1.2 MAINTAIN SEMI-IMPROVED GROUNDS (Reserved)

1.3 MAINTAIN UNIMPROVED GROUNDS (Reserved)

1.4 MAINTAIN FLOWER BEDS AND PLANTERS

1.4.1. Maintain Flower Beds and Planters. The contractor shall water, edge, eliminate weeds, maintain wood chips/mulch, and repair or replace damaged plants in shrub and plant beds in improved grounds areas. All weeds shall be removed or eradicated.

1.4.2. Flower Bed and Planter Planting. Annual plants shall be planted in designated and established flower beds and flower planters two times annually according to Appendix A. After planting, the contractor shall maintain beds and planters to have good drainage, adequate nutrients, water, and mulch to maintain plants in healthy and vigorous condition. The contractor shall replace all dead plants at his/her expense. It is the contractor’s responsibility to provide water, topsoil, and mulch, to the existing planters/planting areas. At the conclusion of the fall growing season, the contractor shall remove seasonal plants and prepare planters and beds for the spring growing season.

1.5 MAINTAIN SURFACE DRAINAGE DITCHES (Reserved)

1.6 PERFORM SNOW/ICE REMOVAL (Reserved)

1.7 SPECIAL REQUIREMENTS

1.7.1 Trees. The contractor shall be responsible for identifying all trees that require trimming or pruning. Trimming/ Pruning and tree care shall be accomplished in accordance with the most current industry standards (ANSI A300 Part 1 and Z133.1). Class II medium pruning shall be used in general on all trees. Class IV pruning shall be used only for lifting, removal, and/or cutback of branches that conflict with normal traffic or safety in the vicinity of the trees. In addition, the contractor shall prune or trim trees that pose public safety hazards. Trees shall be maintained for a minimum safety clearance of 14 feet over streets, 12 feet over driveways, 8 feet over walk areas, and 4 feet from buildings. Other trees shall be pruned annually to provide safety, clearances and/or to prevent structural damage. Topping and dehorning shall not be permitted. Trimming/pruning of trees around utility poles/power lines is the responsibility of the contractor. Notify the inspector when trimming/pruning around utility poles/power lines is needed. Contractor shall prune trees in improved grounds areas annually and shall be responsible for removing all debris generated from trimming or pruning operations.

1.7.2. Tree and Stump Removal. Trees, their stumps, and above ground roots shall be removed to 8 inches below ground elevation. Stumps shall be ground within one (1) workday of the tree removal date and all debris shall be disposed of, on the day of removal. The stump hole and any other surface damage caused by removal shall be filled with topsoil to match existing grades, raked, and seeded. Total number of trees to be removed per contract year shall not exceed six (6) unless extenuating circumstances (i.e. high wind event) warrant the removal of additional trees. Tree removal shall be on an on call basis, contractor response is expected within the agreed upon time frame after a request from COR. Additional tree removal will be accomplished under separate work order to be negotiated prior to the removal.

1.7.3. Additional Policing/Cleanup. Additional policing/cleanup of RRS grounds are to be provided as an hourly on call service, contractor response is expected within the agreed upon time frame after a request from the COR. This policing/cleanup shall cover any materials/debris, which is considered above and/or beyond the scope of general litter policing operations as per paragraph 1.1.5. Items falling under these additional cleanups include but are not limited to wood pallets, cable reels/spools, old concrete curbs, broken picnic tables, and clearing of unwanted brush, additional weeding, etc.

2. SERVICES SUMMARY

The contract service requirements are summarized in Performance Objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) 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 to remedy all deficiencies. During the first initial 30 days of the contract, two additional defects on each work item shall be allowed in an effort to identify normal phase-in problems.

Threshold

SS-1

Maintain Improved Grounds

a. Mow

b. Edge

c. Trim

d. Leaf Removal

e. Prune Shrubs/Hedges

f. Aerate Soil

g. Spring and Fall Grounds Cleanup

within 8 hours of notification Periodic Validation

SS-2

Remove Debris/Police Grounds

within 4 hours of notification Periodic Validation

SS-3

Maintain Trees

a. Trimming/Pruning

b. Tree/Stump Removal

Within 4 hours of notification Periodic Validation

SS-4

Maintain Flower Beds and Flower Planters

Threshold

SS-5

Additional Policing/ Cleanup of RRS Grounds 1.7.3

SS-6

Quality Control Contractors Quality Control Plan (incorporated into contract after award)

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 PWS. The CO or COR shall inspect by validating actual work performance, 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, or quarterly) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the Contractor shall re-perform the service after notification by the 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 Area Chief, 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, steps taken by the Contractor to prevent unsatisfactory occurrences in the future, and any other issues that may arise. The Contractor shall provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends. The minutes of these meetings will be reduced to writing, signed by the CO and any other signatures as deemed appropriate, distributed to the Functional Area Chief 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 FURNISHED PROPERTY AND SERVICES (Reserved)

4. GENERAL INFORMATION

4.1. MISSION.

The overall mission of the Civil Engineer is to plan, provide, maintain, operate, and protect the infrastructure, facilities, and environment for all assigned airmen 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. Care will be taken to avoid damage to tree bark, branches, and shrub foliage during mowing. If mechanical damage to trees and shrubs occurs during mowing it shall be reported immediately to RIOC at 315-330-4229. If deemed necessary, the contractor shall replace any mechanically damaged trees or shrubs at his expense.

4.3. ENVIRONMENTAL REQUIREMENTS.

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

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 Form 3952. Once the process is implemented and 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, the CO may provide the contractor a list of suitable substitutes; however, the contractor shall retain responsibility for finding an acceptable substitute. The contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

4.3.1.1. Spill Response. The contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level. Care will be taken to minimize or avoid fuel spills when refueling equipment. If a fuel spill does occur, it shall be reported immediately to the Environmental Safety and Occupational Health Office (RIOCV) at 330-2098. The fuel spill will be contained and cleaned up immediately upon notification. If the fuel is spilled after regular working hours security police will be called at 330-2961.

4.3.2 Pesticides. (Reserved)

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.

4.3.5. Interim and Final Report. The contractor shall submit an interim inventory report, not later than ten working days following each contract year, of all hazardous materials used since the last hazardous usage report to the CO or COR. In addition, the final inventory report will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material over the duration of the contract.

4.4 PERMITS, LICENSES, AND CERTIFICATIONS (Reserved)

4.5 HOURS OF OPERATION.

The contractor shall perform Grounds Maintenance services during normal duty hours which are 0700-1600 Monday – Friday, excluding Federal Holidays. The contractor may work weekends and holidays if additional trimming is needed, at his convenience. Work required outside of the standard work hours shall be coordinated with RIOC, and RRS Security forces.

4.6 RECOGNIZED HOLIDAYS.

The contractor is not required to provide service on federal holidays, except in emergency situations. The holidays are as follows:

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

4.6.1. Site Closures. In addition to the federal holidays identified above, the AFRL/RRS Director may limit access due to emergency conditions. These conditions may include inclement weather conditions, power outages, and/or other unexpected emergency situations. The Director will announce through public channels, either delayed reporting or closure of RRS facilities due to emergency conditions. This announcement is made solely for safety and security purposes and to inform all personnel (Government and Contractor) of site closure/delayed reporting. The Director is not authorizing time off for contractor employees and is not authorizing payment for work not performed. Contractors shall take all appropriate actions to notify their employees of closure/delayed reporting and make alternate work/schedule arrangements, if necessary.

The above applies to emergency situations only. Facilities will remain open for contractor personnel during unscheduled federal closures (e.g., National Day of Mourning) or other instances where Government employees are granted administrative leave in non-emergency situations.

Work scheduled but not accomplished because of site closure will be accomplished as soon as possible after reopening the site.

4.7 SECURITY REQUIREMENTS.

4.7.1. The work to be done under this contract is located in and around areas that are under the scrutiny of the Department of Defense Security Police assigned to the RRS Information Directorate. To gain access to the area(s) to examine the work to be done for job estimation purposes, arrangements must be made through the Contracting Office. Contractor personnel will be escorted into the area(s) for the purpose of project estimation.

4.7.2. A Visit Request letter, preferably on Company letterhead, identifying all personnel who will be employed during the work will be necessary prior to work commencement. The Visit Request letter shall be signed by the Company President or Director of Human Resources and will also be used as the Entry Authority List. The Contractor will supply the Visit Request letter to the Security Office (AFRL/RIOF) through the Contracting Office. The request will contain the full name of each individual, to include a middle initial, date of birth, state of driver’s license issuance and city and state of birth. This information will be used to perform a local files check prior to the beginning of work. This check will provide drivers license information, any wants and warrants and protection orders and will also provide information on possible illegal immigration issues and terrorist affiliations. If the individual is not a US citizen they will not be allowed within the complex or facilities. If the individual is not a US citizen but has a Green Card, Form I-551 or has the I-551 stamp on their passport, the Security Office will need to see either one. No foreign national workers are allowed on the Rome Research Site.

4.7.3. The Contractors phone number and a Project Leader or Supervisor/Foreman contact number is necessary for use by the Law Enforcement Desk Sergeant. The 24 hour Desk Sergeant can be reached at 330-2961.

4.7.4. All facilities are entered using a magnetic media entry badge. Any personnel such as Supervisor/Foreman or Project Leaders who may need building access for meetings etc, during the contract period, can acquire a Local Contractor Entry Badge from the Security Visitation Office located in the lobby of Bldg 3, West Wing. This will be accomplished with the RRS Form 110 (Unescorted Visitor Badge). This badge will be worn at all times within the facility and will be returned to the Contracting Officer’s Technical Representative upon completion of the final inspection and acceptance of work. Any badges lost during the period of work will be reported to the Security Office as soon as possible.

4.7.5. Access to the RRS Complex is controlled by a main gate on Brooks Rd, located just west of the Otis St. & Brooks Rd. intersection. Identification for the Contractor to enter with a vehicle will be an access list supported by the magnetic media entry badge issued.

4.7.6. All commercial vehicles are searched prior to entry into the RRS Complex. Vehicle operators will be aware of the vehicle search pull-off area prior to approaching the main gate. A search of the vehicle will be conducted prior to its entry. All vehicles not needed for delivery of equipment or tools will be parked in the visitor parking area unless cleared through the Security Office. No vehicles (other than mowers) are allowed within 25 meters (80 ft) of the RRS facilities. One-time deliveries can be escorted from the gate to delivery point by project personnel.

4.7.7. All contractor personnel will be aware that the Rome Research Site is Property of the United States Air Force and they will follow all posted signage.

4.7.8. Contractor personnel will be notified by RRS Police of any emergencies which would require an evacuation or work stoppage, such as an increase in the Force Protection Condition.

4.7.9. Photography and videography of RRS facilities and surroundings is strictly prohibited.

4.7.10. Contractor/Employee Site Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW AFFAR 5352.242-9000, Contractor Access to Air Force Installations. All required documentation shall be submitted at the pre-performance conference.

4.8 PERFORMANCE OF SERVICE DURING CRISIS OR HEIGHTENED SECURITY

Services requirements under this PWS are not essential to be performed during a declared crisis.

4.9 GOVERNMENT INTERFACE.

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

4.10. 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.

4.11. SAFETY REQUIREMENTS AND REPORTS.

The contractor shall comply with all applicable Occupational Safety and Health Administration (OSHA) standards, federal, state, and local laws, regulations, and requirements regarding worker safety while performing on the Air Force Research Laboratory, Rome Research Site. Compliance shall also include following industry standards concerning worker safety and personal protective equipment. Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including utilizing proper guards on equipment and powering down equipment when pedestrians and vehicles are within range of possible projectiles being thrown from equipment.

4.11.1. Safety Reports. 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.

4.11.2. Site Specific Safety Requirements. Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to all applicable Occupational Safety and Health Administration (OSHA) standards, while performing this contract at the AFRL/Rome Research Site.

4.11.2.1 Maintain a written Safety Program, as required by OSHA and make said plan available for review by the Government upon request by the contracting officer.

4.11.2.2 In the event of a mishap during the performance of this contract on AFRL/RRS premise, notify the contracting officer in an expeditious manner.

4.11.2.3 Notification shall include the following information:

4.11.2.4 If working more than 1000 cumulative hours per quarter on site, the Contractor must provide an OSHA Form 300, Log of Work-Related Injuries and Illnesses, to the DET 4 Safety Office by the end of the contract work season and for work seasons of any subsequently awarded option years.

5. APPENDICES

APPENDIX A. PLANTING SCHEDULE

Spring - 3rd Week of May to 30 July

100 ea

Fall - 15 Sept to 15 October

Early Blooming Bulbs - Planted by 15 October

Tulips 50 ea 50 ea

APPENDIX B. MAP OF IMPROVED GROUNDS dated 24 January 2012