FF Grounds SOW_final.pdf

FA4809-XX-X-XXXX

Table of Contents

Section Number and Title Page Number

1.0 Description of Services 3

2.0 Service Summary 5

3.0 General Information 7

4.0 Appendices 8

Appendix A, Area Maps and/or Site Plans 9

Appendix B, Grounds Maintenance Quantity Estimates 10

Appendix C, Required Reports/Forms 10

Appendix D, Air Force Forms 11

STATEMENT OF WORK (SOW)

For

GROUNDS MAINTENANCE SERVICES

1.0 Description of Services. The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at FFAFRA, NC (Fort Fisher Air Force Recreation Area, North Carolina) in a manner that will maintain healthy grass and a professional appearance in accordance with this SOW. The contractor shall accomplish all grounds maintenance tasks identified in this SOW and Appendices A, and B, in order to meet the requirements and the Service Summary (SS).

Base maps of areas maintained are provided in Appendix A, Area Maps and Site Plans. Specific ground area measurements are established in Appendix B, Ground Maintenance Estimated Quantities. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, standards, instructions, and commercial practices.

1.1 Maintain Improved Grounds: The contractor shall provide services identified below for all improved grounds as identified in Appendix A.

1.1.1 Turf Areas. Grass, weeds and vegetation shall be mowed weekly and maintained between 2 to 4 inches, on improved grounds (including drainage ditches). Grass clippings shall be removed or mulched when visible after mowing. All tree limbs, pine cones, litter and other debris shall be picked up and disposed of prior to each mowing. Ditches and storm drain grates shall be free of shrubs, trees, silt and trash in order to keep water free flowing. Contractor shall dispose of collected material in appropriate waste containers designated by the designated representative. All damage by the contractor to government property (to include personal property of base tenants and employees) due to performance of mowing operations shall be repaired or replaced by the contractor at no additional cost to the government within 15 days after identification/notification.

1.1.1.1 Trim/Crack Grass. Grass, weeds and vegetation shall be trimmed between 2 to 4 inches, around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles on improved grounds. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing and crack grass removed from sidewalk, curbs and parking lots. Litter, trash or other debris shall be picked up and disposed of properly during trimming operations. Damage to trees and shrubs from trimming shall be repaired by the contractor 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 and/or notification.

1.1.1.2 Edge. Sidewalks, driveways, curbs, patios, pavilions, and other concrete or asphalt edges shall be edged in improved grounds. Edge no more than ½-inch from the hard surface edge, maintaining an even contour with the edge surface, uniform in appearance and free of scalping, rutting, and uneven or rough cutting. Grass, vegetation and dirt from edging operations shall not be left on paved surfaces.

1.2 Maintain Semi-Improved Grounds. The contractor shall provide services identified below for all semi-improved grounds as identified in Appendix A.

1.2.1 Semi-Improved Grass, weeds and vegetation shall be mowed bi-weekly and maintained between 4 to 10 inches on semi-improved grounds (including drainage ditches). Ditches shall be free of shrubs, trees, silt and trash in order to keep water free flowing. All damage by the contractor to government property (to include facilities, fences and equipment, etc.) due to performance of mowing operations shall be repaired or replaced by the contractor at no additional cost to the government within 15 days after identification and/or notification.

1.2.3 Trim Semi-Improved. Grass, weeds and vegetation shall be trimmed, between 4 to 10 inches , as appropriate in para 1.2.1 and , around trees, shrubs, buildings, fences, poles, posts, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles on semi-improved grounds. Trimming height shall match or be less than surrounding area grass heights. Damage to government facilities, fences and equipment, from trimming shall be repaired by the contractor at no additional cost to the government. The contractor will be responsible for repairing the damage within 15 days after identification and/or notification. Damage to trees and shrubs from trimming shall be repaired by the contractor 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 and/or notification. Application of non-selective herbicides to control grass, weeds and vegetation around obstacles to include fence lines, shall only be allowed with DESIGNATED REPRESENTATIVE approval.

1.3.1. Contractor-Furnished Equipment/Vehicles. The contractor shall provide and maintain all equipment and vehicles necessary to perform the requirements of this contract. The contractor may perform cleaning, minor repair and other normal maintenance requirements of equipment on site. Maintenance and repair of contractor vehicles or their privately owned vehicles (POV) shall not be accomplished on site. Contractor vehicles shall have the company name prominently displayed on both sides of the vehicle and be maintained to present a neat, professional appearance.

1.3.2. All equipment used in the performance of this contract shall be in good operable condition and carry an Underwriters Laboratory (U/L) listing, if applicable. Equipment found to be unsafe and unable to function as designed, shall not be used in performance of this contract. The Contracting Officer (CO) or designated representative may inspect the contractor’s equipment and vehicles at any time and direct the removal of any unsafe or unusable equipment or vehicle from the installation.

1.3.3. The contractor shall coordinate availability of a sufficient quantity of equipment and vehicles to effectively fulfill the scope of this contract. Equipment failure or maintenance requirements shall not alleviate the contractor from meeting the performance standards contained in this contract.

1.3.4 Miscellaneous Requirements.

Practice water conservation

Turn off unnecessary lights

Report fire hazards, conditions, and items in need of repair to the designated representative

Turn in lost and found articles to the designated representative The contractor shall notify the designated representative of any condition, including adverse weather or special requests from government personnel that may interrupt or delay performance under this SOW. Once the condition is resolved the contractor shall resume interrupted work as soon as practical. When this period exceeds 24 hours the designated representative and CO must approve the delay.

2.0 Service Summary (SS). 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 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 surveillance 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 errors on each task shall be allowed in an effort to identify normal phase-in problems.

Performance Objective SOW

Para Performance Threshold

Remedy Method of Assessment

SS-1

Maintain Improved Grounds

a. Mow

b. Trim

c. Edge

1.1, inclusive

No more than 5 valid defects per month

Re-performance within 8 hours of notification

Periodic Surveillance

SS-2

Maintain Semi- Improved Grounds

a. Mow semi-improved areas

b. Trim semi-improved areas

1.2, inclusive

No more than 5 valid defects per month

Re-performance within 8 hours of notification

Periodic Surveillance

SS-3

Quality Control Contractor’s Quality

2.1 No more than

3 valid defect per month

Contractor shall provide a written Corrective Action

Periodic Surveillance

Control Plan (incorporated into contract after award).

Report.

2.1 Quality Control. The contractor shall develop and maintain a quality control program to ensure grounds maintenance services are performed in accordance with commonly accepted commercial practices and services identified in this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. 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 designated representative shall inspect by watching actual task 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 SOW. The designated representative will use the contractor’s work schedule or modified version thereof, to record surveillance results. Results of the surveillance 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 designated representative will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the contractor. The contractor shall respond to the CDR IAW instructions provided and return it to the CO within 10 calendar days of receipt.

2.3 Surveillance Methods.

2.3.1 100% Surveillances. This method requires the designated representative to inspect the service each time it occurs. Results shall be annotated on the inspection schedule. Any deficiency shall be documented and the contractor shall re-perform service immediately, if appropriate, or within 24 hours at no increase in contract amount. Any unsatisfactory inspection identified but re-performed acceptably shall still be counted as an unsatisfactory inspection for trending purposes.

Receiving two or more unsatisfactory 100% surveillances within a 12 month period may result in unsatisfactory past performance documentation. Continued receipt of unsatisfactory 100% surveillances during the contract period shall constitute a negative trend and the CO may take any appropriate action in accordance with the FAR 52.212-4 (a), Contract Terms and Conditions

- Commercial Items, Inspection/Acceptance.

2.3.2 Periodic Surveillances. This method requires the designated representative to employ a “spot check” style of evaluation based on the contractor’s schedule. Periodic surveillances will be conducted on a scheduled basis (daily, weekly, monthly, quarterly, semi-annual or annually) and may be adjusted, based on quality trends.

Any unsatisfactory inspection (defect) result shall be recorded, and the contractor shall re-perform the service after notification by the designated representative.

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.

3.0 General Information.

3.1 Hours of Operation. The contractor shall perform the services required under this contract during the following hours. The contractor is not required to perform services on Federal Holidays.

3.1.1 Normal Base Hours. Base hours of operation are 0730-1630 hrs EST, Monday through Friday. The contractor may find it necessary to deviate from the normal base hours of operation, to ensure timely completion of work under this SOW at no additional cost to the government.

3.2 Federal Holidays.

New Year’s Day - 1 January Martin Luther King Day - 3rd Monday in January President’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, the following Monday will be observed. 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.

3.3 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.

3.4 Performance of Services During Crisis Declared by the National Command Authority or Overseas Combatant Commander. According to Department of Defense Instruction

(DoDI) 3020.37, Continuation of Essential DoD Contractor Services During Crises, and the Air Force implementation thereof, unless otherwise directed by an authorized government representative, it is determined that grounds services requirements under this SOW are essential to be performed during a crisis.

3.5 Contractor/Employee Base Pass and Identification, Special Clearances and Vehicle Passes. The contractor shall comply with all requirements and procedures IAW FAR 5352.242- 9000, Contractor Access to Air Force Installations. All documentation shall be submitted pre-performance.

3.6 Personnel. Contractor personnel shall present a neat appearance. Contractor personnel shall be easily recognizable while on the installation in conjunction with this contract. This shall be accomplished through the wear of distinctive clothing, overcoats, rain gear, or hats, bearing the company name or logo. The coloring or design of the items selected should be such that identifies personnel easily and quickly for reasons of safety and personal protection.

The government is authorized to restrict the employment under the contract of any contractor employee or prospective contractor employee, who is identified as a potential threat to the health, safety, security, general well being, or operational mission of the installation and its population.

4.0 APPENDICES. The government will make all publications, forms, references and report formats listed available. Publications can be accessed on-line at http://www.e-publishing.af.mil/.

Supplements or amendments to listed publication from any organizational level may be issued during the life of the contract. The contractor shall immediately implement those changes in publications, which result in a decrease, or no change in the contract price. Prior to implementing any such revision, supplement, or amendment that will result in an increase in contract price, the contractor shall submit to the CO a price proposal and obtain prior approval.

Price proposals shall be submitted within 15 calendar days from the date the contractor receives notice of the revision, supplement, or amendment giving rise to the increase in cost of performance. Changes in the contract price due to supplements and amendments shall be considered under the FAR 52.212-4, Contract Terms and Conditions - Commercial Items clause.

Failure of the contractor to submit a price proposal within 15 calendar days from the date of receipt of any change, shall entitle the government to performance in accordance with such change, at no increase in contract price.

APPENDIX A –AREA MAPS OR SITE PLANS

APPENDIX B - BASE Grounds Maintenance Estimated Quantities

ITEM

DESCRIPTION

ESTIMATED

QUANTITIES

ESTIMATED

WORKLOAD

NO SERVICE

MONTHS

Quantity Unit Growing Season (cuts)

Non-Growing Season

1 Improved Grounds Turf 24 Acres 34 Nov, Dec, Jan, Feb

Maintain Semi-Improved Grounds

13 Acres 17 Nov, Dec, Jan, Feb

(Optional) NAF- Improved Grounds Turf

6 Acres 34 Nov, Dec, Jan, Feb

APPENDIX C - Required Reports/Forms

Required Due Date Primary/Alternate POCs contact information Pre-Performance AF Form 332 – Civil Engineer Work Order As Needed AF Form 103 – Base CE Work Clearance As Required AF Form 1071 – Inspection/Maintenance Record As Required

APPENDIX D – AIR FORCE FORMS

AF Form103 – Base CE Work Clearance

AF Form 332 – Civil Engineer Work Order

AF Form 1071 – Inspection/Maintenance Record