Guam TMC PWS - Draft3 Revised.pdf

PERFORMANCE WORK STATEMENT FOR

GUAM TOTAL MAINTENANCE SERVICES

ACRONYMS and ABBREVIATIONS

• AAFES – U.S. Army and Air Force Exchange Service

• ACM – Asbestos Containing Material

• BCE – Base Civil Engineer (US Air Force)

• CFR – U.S. Code of Federal Regulations

• COR – Contracting Officer’s Representative

• CPSC – U.S. Consumer Product Safety Commission

• DPW – Department of Public Works

• DSO – District Superintendent’s Office

• FAR – U.S. Federal Acquisition Regulation

• GFCI – Ground Fault Circuit Interrupter

• GFE – Government-furnished equipment

• GFP – Government-furnished property

• HEPA – High Efficiency Particulate Arresting

• HVAC – Heating, Ventilating and Air Conditioning

• IAW – In Accordance With

• IDIQ – Indefinite Delivery / Indefinite Quantity

• KO – U.S. Government Contracting Officer

• NEC – U.S. National Electric Code

• NFPA – U.S. National Fire Protection Association

• NTP – Notice to Proceed

• PAP – Performance Assessment Plan

• PM – Preventive Maintenance

• PW – Public Works (Navy)

• PWS – Performance Work Statement

• RCMP – Reliability Centered Maintenance Program

• RFP – Request for Proposal

• RFQ – Request for Quotation

• RM – Routine Maintenance

• SF – Square Foot

• TO – Task Order

• Work Management System - Schooldude.com® or other automated tracking system

DEFINITION of TERMS

Addition: A change to a real property facility that adds to its overall external dimension or footprint.

Alteration: A change to interior or exterior facility arrangements or components to improve current use. This includes installed equipment made a part of an existing facility. Additions, expansions or extensions are not alterations.

Asbestos Hazard Abatement: activity is defined as any activity involving the removal, renovation, enclosure, repair or encapsulation of any asbestos containing materials in any amount.

Breakdown: The stoppage or collapse of equipment, of a facility, or a component thereof, which requires immediate corrective action to restore it to an operating condition.

Contract Discrepancy Report (CDR): A formal, written documentation of contractor poor performance or lack of performance for contracted work.

Contract employee: any prime or subcontractor employee assigned full time or regular part time to this contract.

Contracting Officer (KO): The individual with the authority to enter into, administer, and/or terminate contracts. The Contracting Officer is the exclusive Government official authorized to execute changes and authorize deviations or variations from this contract.

Contracting Officer’s Representative (COR): An authorized designee of the Contracting Officer.

Critical Equipment and Facilities: Equipment or facilities that must operate continuously or throughout the respective season in order to support school operations. Failure of equipment or facilities to meet design output requirements may affect the health and welfare of personnel or damage Government equipment or properties. Emergency or urgent services calls are often required to restore critical equipment to optimum operating condition and provide the output required, e.g., fire prevention and protection systems, electrical systems, and utility systems, etc.

Department of Defense Education Activity Pacific (DoDEA Pacific): The Area Headquarters for DoDEA schools within the Pacific.

District Superintendent’s Office (DSO): The District Headquarters responsible for the operations of all schools located within their respective District. District Offices are charged with providing the professional architectural and engineering services required to manage the maintenance, repair, and improvements of all District school facilities.

EM-385-1-1, USA Corp of Engineers, Safety and Health: This manual prescribes the safety and health requirements for all Corps of Engineers activities and operations.

Emergency Work/Emergency Maintenance: Work required during or after normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. An emergency includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Equipment-in-Place (EIP): EIP is a special category of personal property. It consists of capital equipment and other nonexpendable supplies of a movable nature that are not affixed as an integral part of the facility and may be removed without destroying or reducing the usefulness of the facility.

Facilities: Any interest in land, structures or complex of structures, supporting road and utility improvements necessary to support the functions of an activity or mission.

Inspection: Procedures for the evaluation and determination of the actual condition of facilities and of the technical components of systems.

Installed Equipment: Equipment and furnishings required to make the facility usable and attached as a permanent part of the structure.

Major Components: Roof structures, exterior walls, interior walls, heating systems, plumbing systems, chimneys, stairwells, interior and exterior caulking, interior ceiling tiles, floor coverings, wall covering, duct insulation, electrical service panels, transformers, exterior landscaping, site grading.

Major Equipment: A piece of equipment that is separate and distinct as well as critical and necessary to a system's functioning. An example of major equipment related to “Vertical Transportation Systems” is the elevator cars and the hoist mechanism. Floor indicator lights would not be considered major pieces of equipment.

Personal Property: Any property not considered real property. This includes property book items.

Performance Assessment: Those actions taken by the Government to assure services meet the requirements of the performance work statement (PWS).

Performance Assessment Plan (PAP): A written Government plan detailing how Contractor performance and Quality Control will be monitored and assessed by the Government to ensure receipt of quality services and facilitate payment in accordance with the contract’s terms and conditions.

Project Work Request: An item of IDIQ sustainment, minor construction exceeding $1,500 in value. Project Work Requests will be processed in accordance with the procedures expressed in this PWS..

Quality Control Plan (QCP): The contractor's system for controlling quality of performance to ensure quality services are provided to the government in accordance with the contract’s terms and conditions.

Real Property: All land and interest in lands. Includes buildings, warehouses, right-of-way, basements, utility systems, and all other improvements permanently attached and ordinarily regarded as real estate. Does not include machinery, equipment, or fixed signal communication systems that may be removed without harming the usefulness of the structure.

Repair: The application of maintenance services or other maintenance action to restore serviceability to an item by correcting specific damage, fault, malfunction, or failure in a part, subassembly, module (component or assembly), end item, or system.

Repair Parts and Materials: Parts, materials, supplies, and equipment provided by the Contractor to support all routine maintenance, sustainment, and minor construction services.

Response: To have personnel on site at the school facility pursuing a solution to the stated problem.

Restoration and Modernization – Alterations of facilities to implement new or higher standards or to accommodate new functions. This does not include recurring sustainment or grounds or waste disposal services.

Routine Building Maintenance: Preventive Maintenance of buildings and all outlying physical appurtenances as defined in Sections 6 through 14 of this PWS. Frequencies stated are minimum frequencies unless manufactures recommendations or industry standards dictate a more frequent interval between inspections, at which case the more frequent interval shall be followed.

Routine Grounds Maintenance: Maintenance of grounds as defined in this PWS.

Supplies and Materials: Materials, supplies, and equipment provided by the Contractor to support all routine services.

Sustainment: Repair services necessary to ensure optimal condition of facility components and operations over its life-cycle duration. Such work includes the full spectrum of immediate or scheduled repair and or replacement services and any services to be provided on an emergency basis.

Urgent Work: Work required during normal duty hours to correct an emergency situation that threatens health, safety, property, or mission. Urgent work includes, but is not limited to; utility failure, elevator failure, fire hazards, environmental hazards, fire alarm system failure, heating failure, broken locks, broken windows, broken water lines, or sewer backups. It also includes elimination of fire, health, or safety hazards, or any other hazard deemed detrimental to the mission or operational effectiveness.

Work Order: An item of sustainment $1,500 or less in value. Work Orders valued at $1,500 and below shall be performed by the Contractor in accordance with the applicable section of this PWS below as a part of routine maintenance under monthly maintenance CLINS. Work Orders may also be issued for non-routine grounds maintenance services. All Non-routine grounds maintenance Work Orders must be approved by the Government and funding must be obligated under appropriate Lump Sum CLINs before execution.

Work Order Threshold: $1,500. Any sustainment work that is priced at or below $1,500, (including all applicable Direct and Indirect costs) shall be performed within the fixed-price of the Routine Building Maintenance and Routine Ground Maintenance line items. All work performed shall be documented in Work Management System regardless of cost

PERFORMANCE WORK STATEMENT FOR

GUAM TOTAL MAINTENANCE SERVICES

1.0 DESCRIPTION OF SERVICES / BACKGROUND

1.1 Background. The Department of Defense Education Activity (DoDEA) Pacific, Guam District is composed of four schools and the District Superintendent’s Office (DSO). Two of the schools (Andersen Elementary School and Andersen Middle School) are located on the northern part of the island on Andersen Air Force Base. The other facilities (DSO, Guam High School and McCool Elementary/Middle School) are located in the surrounding area of the Naval Base located in the Southern part of Guam. Additionally, there are two dispatch offices and bus parking staging areas located at Andersen Air Force Base and Naval Station (Orote Point).

1.2 Scope. The contractor shall be required to provide and manage a full service facility and grounds maintenance program for the Guam District. The major elements of the services required include: (1) Routine Facility/Grounds Maintenance; (2) Emergency Facility/Grounds Maintenance; (3) Preventative Maintenance, and (4) Facility Projects.

2.0 APPLICABLE DOCUMENTS

A. EM-385-1-1, USA Corp of Engineers, Safety and Health http://www.usace.army.mil/CESO/Pages/EM385-1-1.aspx

B. NFPA 101 (Life Safety Code) http://www.nfpa.org/catalog/product.asp?title=Code-101-2009-Life-Safety- Code&category%5Fname=&pid=10109&target%5Fpid=10109&src%5Fpid=&link% 5Ftype=search

C. NFPA Standard Number 72, National Fire Alarm and Signaling Code http://www.nfpa.org/catalog/product.asp?title=Code-72-2007-National-Fire-Alarm- Code&category%5Fname=&pid=7210&target%5Fpid=7210&src%5Fpid=&link%5 Ftype=search

3.0 PERFORMANCE REQUIREMENTS

3.1 Contract Management. Provide management, oversight, direction and supervision for all work under the contract, to include all matters pertaining to work identification, performance of services and delivery of data; employee hiring, orientation and training, utilization, payment and administration; purchasing and subcontracts; and establishment and maintenance of records.

3.2 Hours of Operation. Provide services during normal hours of operation, 07:30 am and 4:30 pm, Monday through Friday, except U.S. Federal holidays identified in the PWS and at such other times as required by the nature of the work and/or Task Orders issued. Standby contact shall be provided to handle emergency services outside the normal hours of operation.

3.2.1 Rosters. Maintain a roster of employee name, telephone number, email address and assigned work area for each contract employee. Provide this information to the COR and update as changes occur.

3.2.2 Emergency Contract. Provide a roster with home telephone, cellular telephone number of key emergency and on-call personnel to the COR and update as changes occur.

3.3 US Federal Holidays. The following is a list of US Federal Holidays applicable to this contract:

New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

3.4 Phase-In Services. Commence phase-in activities on the start date of the contract IAW Phase-in Schedule provided with proposal. All personnel actions, acquisition of supplies, equipment, and other required resources and other activities required for Routine Maintenance and Grounds Maintenance activities shall be completed in time to begin full performance on the first day of the second month following contract start.

3.5 Initial Survey of Facility Condition. Survey all critical systems and components, – e.g., boilers, AC systems, elevators, fire suppression systems and doors, structures, etc., and critical system components at each facility, conducting a preliminary assessment of operating status and/or integrity. Take photographs as appropriate and as permitted by security considerations.

Initial Survey identifies critical deferred maintenance and forms the basis for establishment of priorities within each District. Review priorities with Government as required.

3.6 Phase-out. Any necessary phase-out effort shall occur within the performance period of this contract. Services provided under this contract shall be maintained at a level consistent with the requirements of this PWS without interruption until the expiration of this contract (See FAR 52.237-3, “Continuity of Services”).

3.7 Contract Management Plan. Provide a Contract Management Plan covering performance of this contract with respect to Partnering, Management, Staffing/Recruitment Plan, and Subcontractor support services.

3.8 Quality Control Plan. Provide a Quality Control Plan (QCP) System covering all aspects of contract operations that complies with the standard, “ISO 9001:2000 Quality System – Requirements,” and obtain certification of the system by an accredited third-party registrar.

3.9 Hazardous Waste Management Plan. Provide a written plan for effective management of hazardous materials and waste generated during contract performance.

3.10 Asset Management. Manage DoDEA Pacific assets during contract performance using the Work Management System.

3.10.1 Government-furnished inventories of installed equipment at all facilities covered by this requirement are provided as Exhibit 3. These inventories are approximately 90% complete and accurate as of the date of release of the initial solicitation. Contractor shall validate and complete existing DoDEA Pacific inventories of installed equipment and input revisions to inventories into Work Management System. Contractor shall maintain inventories to reflect additions, deletions and replacement of any installed equipment items.

3.10.2 Frequencies stated are minimum frequencies unless manufacturer’s recommendations or industry standards dictate a more frequent interval between performances, at which case the more frequent interval shall be followed.

3.11 Warranty Database: Input all existing active warranty data provided by the Government into Work Management System database. Warranty data shall be input in accordance with the established Work Management System format.

3.11.1 Maintain the database, archive expired warranties and input new warranties for equipment and services acquired during the contract period.

3.11.2 The Contractor shall consult the warranty database before repairs or other work are performed on potentially warranted items to determine whether a warranty exists and whether it is feasible to invoke the terms of the warranty for the required work. The results of this research shall be cited on all applicable Work Requests.

3.12 Work Orders: Work Orders are defined in this PWS as “An item of sustainment $1,500 or less in value.” Work Orders may be performed under any of the sections described in this PWS.

The Contractor bears the prime responsibility to identify and perform all Work Orders. Work Orders may also be identified by authorized Government personnel. All Work Orders regardless of source will be input into Work Management System upon initiation, including work performed under the Work Order Threshold. Work Orders under the Work Order Threshold will be identified, input into Schooldude.com and performed by the Contractor according to the schedule below.

3.12.1 The Government and the Contractor will exercise good judgment in cases where individual elements of work which fall under the Work Order Threshold would be better performed as a combined requirement under a Project Work Request. District facilities personnel and Contractor management are expected to partner to ensure that the most effective, efficient and fair solutions are found to repair requirements. Any dispute arising out of defining repair requirements will be resolved by the Contracting Officer after consultation with all parties.

3.12.2 Routine Work Orders: Contractor shall complete routine Work Orders within five

(5) calendar days. Work Orders that require subcontractors shall be completed within 20 calendar days.

3.12.3 Urgent Work Orders: Work Orders for Urgent Work/Urgent Maintenance as defined in Section 1.2 shall be initiated within 24 hours upon identification of the emergency.

Mitigation to eliminate further damage shall be performed immediately upon discovery or notification of condition. Upon successful mitigation of immediate situation, Urgent Work Order shall proceed as defined above.

3.12.4 Emergency Work/Emergency Maintenance: Work Orders for emergencies, as defined in the PWS, shall be initiated immediately upon identification of the emergency.

Mitigation to eliminate further damage shall be performed immediately upon discovery or notification of condition. Upon successful mitigation of immediate emergency, Emergency Work Order shall proceed as defined above.

3.13 Project Work Request Ordering Process: Project work for sustainment (facility repair), grounds maintenance, minor construction, and non-routine services that are over and above the basic monthly effort shall be issued under the corresponding line items of the TO, which will be approved by the COR. Work requests for these services shall be shall be issued using the following procedures

3.13.1 PROJECT WORK REQUESTS (PWR) (Services Exceeding $1,500, but under $15,000: The COR will submit written notification to the KO of the required service providing a description of the project, and where and when the work is to be performed. The COR will review the requirement and assess feasibility of processing based on the type/magnitude of work involved and level of qualified in-house technical expertise and manpower to adequately monitor, inspect, and accept the services. If the decision is made to authorize the requested work, the COR will notify the contractor of the government’s requirements and request written submission of a proposal/quotation from the Contractor.

The Contractor shall conduct a work assessment and submit a written statement of work, work schedule, and fixed price, subject to negotiation for the project to the COR. The proposed fixed price shall be supported by a breakdown that includes:

3.13.1.1 DIRECT LABOR: The proposal shall contain the number and labor category of Direct Labor hours. The per-hour Direct Labor rates shall be taken from the Direct Labor matrix of loaded rates contained in the Schedule of the contract.

3.13.1.2 REPAIR PARTS, SUPPLIES, OR MATERIALS: The proposal shall contain a breakdown listing each item, its price, and an aggregate total. A statement shall be provided that the proposed items represent the lowest price from the contractor’s source of suppliers giving consideration to any time constraints imposed for completion of work and item availability. Published price lists, local vendor quotes, or other resources deemed appropriate to achieve the most competitive prices for items shall be provided with the itemized listing. Any loading factors for this item may be included in accordance with the Indirect Rate matrix in the schedule of the contract.

3.13.1.3 Labor Category Pricing (Direct Labor Rates) for Grounds Maintenance Workers should be used to price Grounds PWRs to the maximum extent practicable.

PWR proposals that contain a substantial amount of subcontracted effort using these classes of labor may be proposed as Subcontracted Effort/Direct Costs.

3.13.1.4 Final prices will be negotiated between the Government and the Contractor.

Upon completion of negotiations, the KO will approve/disapprove the PWR and supply documents to all parties. In the event the contractor and KO cannot reach agreement concerning any aspect of the contractor’s submission, the KO shall be the final decision authority.

3.13.1.5 Contractor shall not commence work on any project until all required coordination and permits are obtained.

3.13.2 Continued Maintenance of Assets Provided under Work Requests. Assets which have been installed by the Contractor under Work Orders or Project Work Requests shall be automatically incorporated into the total Routine Maintenance workload. The Contractor shall then be responsible for further maintenance of the total system provided that it is defined in the original scope of this contract. Warranties (if any) for such installed supplies and/or materials shall be maintained by the Contractor as previously described in PWS.

3.13.3 Emergency Work. Emergency Work/Emergency Maintenance as defined in the PWS shall commence immediately upon identification of the emergency. “Immediately” is defined as 30 minutes after notification of emergency during normal duty hours, and 1 hour after notification of emergency outside normal duty hours. Mitigation required to prevent further deterioration or damage to the facility shall be performed immediately upon discovery or notification of condition. Upon successful mitigation of immediate emergency, a Project Work Request will be negotiated pursuant the PWS, if necessary. Such Project Work Requests will include costs associated with the initial response to the emergency and costs for repairs and cleanup required after initial mitigation.

3.14 Human Resource Management. The contractor shall provide qualified and or licensed personnel for assignment to contract work.

3.14.1 Provide CORs a list with the name, telephone number and assigned work area of each contract employee. Provide the same information for any changes throughout the life of the contract.

3.14.2 Provide trades and/or crafts personnel certified as journeymen or masters, as required by local laws, regulations and codes, maintaining records of personnel certifications as required.

3.14.3 Background Checks. When unsupervised contact with students or unescorted access to facilities is required by the contract, a satisfactory Federal and/or State criminal background check (Local Police and Court Clearance) must first be performed on each identified contract employee prior to unsupervised student contact or unescorted facility access being granted. Proof of an acceptable background check must be presented to the COR. For Unescorted Access - each contractor employee must pass the Childcare National Agency Check with Written Inquires (CNACI). Costs connected to the background checks will not be reimbursed as a direct cost under this contract

3.14.4 Training. Provide initial orientation and quality system training to all new employees prior to assignment of employees to work under the contract. Provide follow-on quality system and other training as required during contract performance. Maintain records of all orientation and training provided. See specialized training required under Section 15 Asbestos Identification, handling and disposal requirements.

3.14.4.1 Hazardous Material and Waste Management Training. Provide all contract employees training on how to recognize potentially hazardous materials and/or waste, including ACM, as well as who to notify within Contractor in the event suspected hazardous material and/or waste is discovered and first-response measures that may be taken. Maintain records of training provided.

3.14.4.1.1 Initial training provided within the first month of employment on the job;

follow-on training provided as required.

3.14.4.1.2 Training records maintained and available for inspection to appropriate Government personnel.

3.14.4.2 Asbestos Containing Materials (ACM) Training. The Contractor shall provide certificates for at least two supervisory employees (one primary and one alternate) who have successfully completed the AHERA 40-hour supervisor’s training and annual 8-hour refresher course.

3.14.5 Employee Conduct. Contractor employees shall perform work in a manner that does not disturb students, faculty or other facility occupants. Contractor employees who display loudness, vulgarity, rudeness, unwanted advances to students or any similar offensive conduct shall be removed and replaced by Contractor. Contractor employees found working under the influence of alcohol, drugs or other incapacitating agents shall be removed and replaced by Contractor. Use of tobacco products are prohibited in view of students or on school property. The KO reserves the right to remove any contractor employee performing under this contract for any violation of this item. The contractor shall immediately inform the COR when it is learned that an employee performing under this contract has been arrested for a criminal offense

3.15 Installation Access for Contractor Personnel. Installation passes shall be obtained in accordance with Installation Access Control Program regulatory procedures which shall only be used for purposes of performing services under this contract. Contractor is responsible for meeting the access requirements of each individual base upon which the applicable DoDEA Pacific facilities are located. Contractor personnel who are denied an installation pass for any reason shall be immediately removed from performing services under this contract. In accordance with this regulation, contractor personnel must undergo required background checks and obtain resident and work permits for installation passes and access rosters. All installation passes issued to the contractor shall be returned to the installation access control officer upon completion of the contract or when a contractor employee no longer requires access.

3.16 Key Control. Ensure employees maintain proper control of keys to DoDEA Pacific facilities. If keys are lost, stolen or misplaced by Contractor personnel, notify COR in the event a key is lost, stolen or misplaced and replace affected locks.

3.17 Access to Locked Areas. Restrict use of U.S. Government keys in the custody of Contractor to contract employees and other specifically authorized personnel. Do not open locked areas permitting entrance by other personnel unless authorized by Contractor management, the COR, or other authorized representative of DoDEA Pacific.

3.18 Communications. Cooperate with U.S. Government, Guam Government, and other Contractors performing work on DoDEA Pacific facilities. Notify the COR of any disputes between Contractor (and subcontractor) personnel and other personnel.

3.18.1 Telephone Communications. Provide cellular telephone service for notification during normal and non-duty hours of Contractor management personnel assigned to the contract. Provide roster with home telephone number of key emergency and on-call personnel to each Fire Department, DoDEA Pacific Facilities Branch, local DSO, COR and

KO.

3.18.2 Computer Equipment. Provide labor, cables, wireless connections, hardware, software and services necessary to ensure reliable Internet connectivity between contractor employees and Government representatives to ensure maximum use of Work Management System. Access to Work Management System will be provided to the successful offeror by the Government at no cost to the offeror.

3.19 Vehicles. Provide all vehicles required for performance of this requirement. The vehicles shall be properly marked with the company’s name and or logo.

3.20 Contractor Furnished Equipment. The Contractor shall furnish all equipment necessary to perform this requirement as stated in this PWS. All contractor-furnished equipment shall be tagged to maintain discrete identification.

3.21 Service Interruptions in Connection with Sustainment, Non-Routine Minor Construction Work. The Contractor shall obtain prior written approval of the COR before shutting down any facility system or component that affects classroom / office operations or safety, unless there is an immediate threat to the safety of the building occupants, or threat of damage to equipment or the building

3.22 Drayage in connection with sustainment, Non-Routine Minor Construction Work.

The Contractor shall be responsible for securing, coordinating and supervising drayage services necessary in the performance of Project Work Requests performed within facilities covered by this contract. Typical drayage services are as follows:

a. Disassembly and reassembly of cabinetry and shelving.

b. Packing of school materials.

c. Providing moving boxes.

d. Relocation of disconnected audiovisual equipment e.g. television monitors, projectors, etc.

d. Relocation of disconnected computer equipment to include peripherals. (Note:

DoDEA Pacific will test and disconnect computer equipment prior to relocation/movement.)

3.22.1 Any proposed costs for drayage services associated with Project Work Requests shall be clearly expressed and separately priced in proposals submitted for Project Work Requests.

3.22.2 All independent drayage requirements regardless of monetary value shall be processed as Project Work Requests requiring KO approval.

PERFORMANCE REQUIREMENTS

All requirements are found in Para 4-15 below and in a reference chart in Technical Exhibit 5

4.0 GROUNDS MAINTENANCE

4.1 Grounds & Landscaping. Maintain grounds and landscaped areas within school boundaries to include area within 3 feet outside boundary fences that are on Government property.

4.2 General Grounds Clean-up – Routine. Police entire school grounds, including play areas and playgrounds, to remove trash, litter, feces and all other debris, natural and manmade, from the grounds. All such materials shall be removed to a proper disposal site the same day as collected or same day work is performed.

The Contractor shall take extreme precaution when working around utility lines and shall obtain the necessary clearance(s) or permits needed to perform such duties all work involving digging shall require a digging permit/clearance prior to start of work. The Contractor may contact NAVFACMAR and AF Civil Engineers for assistance in obtaining permits/clearances.

4.3 Grassed Areas – Routine.

Grassed Areas Mowing/Trimming/Edging and Reseeding. Before mowing, remove stones (2 inches or more in diameter), debris (paper, bottles, trash) and branches that would detract from the finished appearance of the cut or present a safety hazard shall be removed. Such debris includes but is not limited to paper, cans, bottles, limbs, rocks, palm fronds, other such objects within the maintenance area, and trash, paper, dead leaves and other debris lodged in shrubs, hedges, fences, and along foundation and other walls. Mow all areas containing ground cover (defined as cultivated grasses, weeds, dandelions and other ground-hugging non-ornamental vegetation. when the ground cover has reached an average height of 4.5 inches with mowers set at a cutting height per the two Levels of mowing requirements below. With each mowing, trim and edge grass around trees and bushes, along sidewalks, hedges, fences, posts, picnic tables, sports fields and playground equipment, buildings and other bordering installations, to the same height as the surrounding grass. All trash, debris, and grass cuttings visible on the lawn surface removed the same day as mowing to a proper disposal site. Nylon cords used from weed eaters or bush cutters shall not be scattered on the mowed area or on the adjacent areas of the work site.

Mowing shall mean that grass, weeds, and other vegetation shall be cut evenly up to the vertical edges of all curbs, sidewalks, driveways, abandoned concrete slabs, walls, fences, guy wires, poles, trees, foundations, garbage pads, ditches/swales, around garden or cultivated areas and any permanently fixed objects within the designated mowing area.

Grass, weeds, and other vegetation along fences, sign posts, structures, and trees including grass between hedges and plants which are not readily accessible to mowing equipment shall be cut and trimmed to a uniform height using portable mowers, powered mechanical vertical cutters, sickles, edgers, or other methods. Whenever ditches or embankments occur in the areas to be maintained, the vegetation on, in and around such ditches or embankments shall be cut in the same manner as specified for the surrounding areas. During wet periods, proper equipment to perform mowing shall be utilized in order to avoid ruts, damage, and tire tracks to the ground areas. Any damage to turf areas shall be immediately repaired and brought back to its original condition.

Mowing shall be performed so as to avoid “burn spots” in ground cover. Additionally, it is to be accomplished free of scalping, rutting, bruising, and uneven and rough mowing.

Mowing equipment shall have sharp cutting edges that produce a neat, clean, and even cut.

Use of mowing equipment that is out of adjustment, thereby causing streaks or irregularities, uneven mowing, plowing, or gouging of the soil, is not permitted. All equipment shall be equipped with satisfactory safety devices. Ground speeds and mower speeds shall be synchronized to assure effective mowing action. After mowing, grass shall have a uniform height. Grass clipping shall be uniformly distributed over the mowed area and shall not be piled or clumped. Grass clippings and trimming shall be removed form sidewalk, walkways, driveways, carports, patios, and other paved areas the same day the grass is mowed and disposed.

Leve1 1: Turf shall be cut and maintained at a uniform height between one inch (1”) and not more than two inches (2”) from the ground throughout the contract performance period. This applies to football field at Guam High School and soccer field at McCool E/M School.

Level 2: The turf shall be cut and maintained at a uniform height between three inches (3”) and not more than five inches (5”) from the ground throughout the contract performance period. This applies to all other grounds and turf areas.

Edging involves cutting and removing a narrow strip of grass turf along the edges of sidewalks, roads, driveways, pads and similar paved structures. Grass roots shall be removed within the edge strip. The depth of removed sod shall not exceed 1”. Edging shall be free of scalping, rutting, bruising and uneven cutting. All debris shall be removed and disposed of at the end of each workday The contractor shall maintain uniform edged cut to promote a neat appearance and prevent vegetation from encroachment on ground structures. Edging is uniform in appearance and edged grass does not encroach on ground structure.

Re-seed bare or worn patches in conjunction with mowing operations in a manner that will ensure adequate growth. These services shall also be provided for the area within 3 feet outside boundary fences that are on Government property.

4.3.1 Grassed Areas Irrigation. Irrigate all grassed areas that are reached by water hookups and hoses as required to maintain acceptable growth, coverage, and healthy condition of grass.

4.3.2 Weed Removal – Paved Areas and Buildings. Remove all weeds and grass growing between paving stones of walkways and parking areas, in cracks and spaces between walkways and buildings, on building roofs and walls, in atria and courtyards, paved picnic areas, and all other areas where vegetation is undesirable. All such vegetation shall be removed the same day it is cleared to a proper disposal site.

4.4 Sports Fields – Routine.

4.4.1 Irrigate Sports Fields and Turf Areas. Irrigate as required to maintain acceptable growth, coverage, and healthy condition of grass. Irrigate in a manner that promotes the health, growth, color and appearance of the turf area. The Contractor shall comply with all Federal, State, and Local water agencies and authorities directives. The Contractor shall prevent over-watering, water run-off, erosion, and ponding due to excessive quantities or rate of application. Irrigating shall be performed between 07:30 a.m. to 10:00 a.m. on weekdays.

The Contractor shall be responsible for the irrigation of all areas whether or not an irrigation system is installed, the irrigation equipment is inoperable or does not adequately cover the entire area. The Contractor shall provide hoses or other portable irrigation equipment to properly irrigate the area. All portable equipment shall be removed from the area at the end of each workday. Should water sources not be available due to outages or unforeseen circumstances, the Contractor shall provide water by portable tankers or trucks. Use of portable equipment shall be provided at no additional cost to the Government. Approval shall be obtained from the Contracting Officer prior to obtaining water from units or buildings. If hose bibs from buildings are utilized for water source, then the Contractor shall provide a backflow preventer for each connection between hose and hose bib.

If the Contractor is to use a fire hydrant for irrigation, they must first get the proper clearance and approval of the NAVFAC Marianas Water Division/AF Civil Engineers and the respective Base Fire Department. The Contractor shall be responsible for the testing of backflow preventer when a fire hydrant is utilized.

The Contractor shall abide by local and activity or other water conservation regulations in force during the term of the contract. The Government reserves the right to alter the Contractor’s irrigation schedule to comply with conservation directives. No watering shall occur between 10:00 a.m. and 4:30 p.m.

Areas/vegetation requiring irrigation shall present a healthy and neat appearance.

4.4.2 Aerate and sand. Perform on all Sports Fields and grassed areas IAW local practices.

4.4.3 Fertilize/Weed-control/Herbicide. Sports Fields shall be treated with a combination fertilizer/weed-control product IAW manufacturer specifications and accepted local codes, regulations and practices. Fertilizer shall be applied in a manner that promotes health, growth, color, and appearance of turf areas. Organic fertilizers shall be used. The approved fertilizer shall be applied at rates in accordance with them manufacturer’s recommendations.

Fertilizers shall be delivered to the work site in unbroken containers or packages bearing the manufacturer’s name. Following the fertilizer application, the Contractor shall water to a depth in accordance with the manufacturer’s recommendation.

Herbicide treatment shall include but is not limited to fence line, around buildings, hard to maintain areas, sidewalks, walkways, curbs and gutters and areas specifically identified for herbicide treatment.

A one-foot strip along the centerline of fence lines and along edges of buildings shall be treated with herbicide to control the grass, vines and other vegetation growing within the area. Weeds, grasses and other vegetation growing in construction joints and cracks of the concrete sidewalks, walkways, and curbs and gutters shall be treated with herbicides. All vegetation within the areas to be treated shall be cut to a height not greater than 2 inches prior to application of herbicides. Herbicide spraying shall be performed only on still days and will be stopped when unfavorable weather or other conditions exist which unduly increase the hazard to personnel or desirable vegetation by drift, runoff, or leaching through the soil. Should a heavy rainfall occur within two days after the application of herbicide, a reapplication is required at the Contractor’s expense. Use higher level (range) of recommended dosage for hard to kill species and for very dense vegetation areas.

4.4.4 Sweep, cleared and water. Inspect football /soccer fields, baseball diamonds, running tracks and sand pits, grassed recreation areas and rake and/or level minor high or low spots in conjunction with grass cutting operations. These areas shall be swept, cleared of debris, (including moss) and watered as necessary to sustain and promote appropriate grass functionality.

4.4.5 Remove all organic and manmade debris. Before mowing, remove all organic and manmade debris. Mow playing area of sport field to maintain a maximum consistent height of Leve1 1 and Level 2.

Leve1 1: Turf shall be cut and maintained at a uniform height between one inch (1”) and not more than two inches (2”) from the ground throughout the contract performance period. This applies to football field at Guam High School and soccer field at McCool E/M School.

Level 2: The turf shall be cut and maintained at a uniform height between three inches (3”) and not more than five inches (5”) from the ground throughout the contract performance period. This applies to the soccer field at Andersen Schools and baseball filed at Guam High School.

Mowing equipment shall be of a type and quality tailored specifically to sport field maintenance. All trash, debris, and grass cuttings visible on the lawn surface removed the same day as mowing to a proper disposal site. Re-seed bare or worn patches in conjunction with mowing operations in a manner that will ensure adequate growth.

4.4.6 Before the beginning of each sport season (football, soccer, softball, track and field) sport fields shall be prepared for the appropriate sport. Holes shall be filled, sand refreshed, grass raked and mowed.

4.5 Landscape of the Grounds. Shrubs, Hedges and Trees. Prune all solitary shrubs within the work site, trim all shaped hedges, and prune trees (to the extent permitted/required by local codes, regulations or practices). Trim shrubs and hedges to remove stunted or dead growth and simulated new growth, maintain uniformity at their natural growth habitat. The inhabitant natural shape shall be as to prevent interference with pedestrian, vehicular traffic, and building encroachment. Trees shall also be defruited. Remove all old or newly formed or forming fruiting structures and stalks back to the trunk of the palm tree. The use of climbing spikes is permitted on coconut trees above twenty feet from ground level and are inaccessible to high lift vehicles. Coconut trees shall be properly pruned and defruited to present a neat and clean appearance via a contractor proposed/incorporated schedule.

4.5.1 Remove and properly dispose of all cuttings.

4.5.2 Tree Trimming. Trim branches or trees to maintain the following conditions:

4.5.2.1 Maintain minimum of 5 feet clearance between the end of branches and any part of adjacent trees.

4.5.2.2 Clear a radius of 20 feet minimum between branches and adjacent structures, ie.

Utility systems or fixed man-made objects.

4.5.2.3 Maintain vertical clearances of 20 feet minimum over roadways.

4.5.2.4 Maintain a vertical clearance of 10 feet minimum over walkways, grounds, and other surfaced areas (not including roadways).

4.5.3 Palmaceous Tree Trimming. Trim palmaceous trees shall include removal of fruits, flowers and fronds.

4.5.3.1 Remove all fruits and flower stalks in all stages of development.

4.5.3.2 Remove fronds or leaves shall include the removal of all fronds form ground level up to and including those fronds whose base stems are hanging parallel with the ground. Prune and maintain all fronds to 120 degree “V” shape above the top of the tree, cutting fronds close to the trunk as possible without removing petiole base.

4.5.3.3 Trim back to the trunk, up to 20 feet from road level, any frond that overhangs on roadways.

4.5.3.4 Trim back any frond between ground level and 10 feet above the ground, which overhangs on pedestrian walkway.

4.5.3.5 Trim back any frond that protrudes within a 20 feet radius of fixed man-made objectives and structures such as power lines.

4.5.3.6 Remove all dead or dying fronds as well as any frond stubs.

4.5.3.7 Remove and dispose of all resulting debris from the pruning works site at the end of each work day.

4.5.4 Plant and Bed Maintenance. Shrubs, hedges, and flowerbeds shall be cultivated and weeded. Weeding shall be accomplished by removing all weeds, grass, vines, roots, debris, dead plants, and dead parts of plants and other undesirable vegetation. Cultivation shall include spading or using other approved garden tools to break up the soil, up to 2” in depth around the hedges, plots, flower beds and plants in order to aerate soil and to control and eliminate weeds. If any suspected poisonous plants, shrubs or berries are encountered, immediately notify the COR. Chemicals shall not be used to remove growth.

4.6 Removal and Disposal of Natural Debris. Clean leaves, twigs and branches from the entire school grounds, excluding wooded areas. Ensure that walkways, paved play areas and steps are cleared to prevent safety hazards. Remove and dispose of leaves that same day at a proper disposal site.

Additionally, remove/clear all obstructions such as silt, rocks, debris, tree branches, coconut fronds and other foreign objects in the drainage structures that will impede the drainage flow. Drainage structures shall include but is not limited to ditches, curbs, gutters culverts, field inlets, and catch basins. All accumulated obstructions and debris shall be removed from the work site and disposed of at the end of each work day at a proper disposal site..

School Grounds shall be free of leaves, twigs and branches and other natural debris.

4.7 Grounds Maintenance Sustainment. Grounds Maintenance Sustainment that is required over and above the routine requirements described in this section above (Example: caused by typhoon, seismic activity, etc.) and is estimated to cost more than the Work Request Threshold will be processed as a Project Work Request following the instructions in the PWS.

5.0 STRUCTURAL PROGRAM

5.1 Structural. Inspect Structural components for dampness, mold, deterioration, failure, damage, cleaning, and maintenance issues, and document results in the automated Work Management System.

5.2 Foundations. Inspect interior perimeter walls for water seepage. Inspect interior perimeter walls for cracking, spalling, or faulty mortar joints. Inspect vents for loose coverings and loose or damaged frames. Record results in Work Management System.

5.3 Basements. Inspect for dampness and mold. Record results in Work Management System.

5.4 Floor Slabs. Inspect floor slabs for settlement or cracks. Record results in Work Management System.

5.5 Reinforced Concrete Structures. Inspect for spalling, cracks, exposed or rusted reinforcement rods and ties, and any significant, visible deflection. Record results in Work Management System.

5.6 Pre-cast Concrete Structures. Inspect for spalling and cracks. Record results in Work Management System.

5.7 Structural Steel. Inspect for cracks, rust, and any significant, visible deflection. Record results in Work Management System.

5.8 Masonry. Inspect for structural and other cracks. Inspect for open mortar joints other than weep holes. Inspect for efflorescence and graffiti. Record results in Work Management System.

5.9 Wooden Structures. Inspect for cracks and any significant, visible deflection. Record results in Work Management System.

5.10 Structural Sustainment. Structural Sustainment that is required over and above the routine requirements described in this section above and is estimated to cost more than the Work Request Threshold will be processed as a Work Order or Project Work Request following the instructions in the PWS.

6.0 EXTERIOR SITE WORKS PROGRAM

6.1 Inspect, maintain and repair the Exterior Site Work systems and components as set forth in this section and record work in Work Management System. Trace system malfunctions to the cause and take corrective action as required in Work Order or Project Work Request. If the problem is outside of DoDEA Pacific school boundaries, or pertains to an item or system not within DoDEA Pacific jurisdiction or control, coordinate with the local DPW or BCE to ensure the problem is corrected. Notify the school administrator and COR of any temporary disruptions in service. Obtain written permission from COR for any scheduled utility interruption.

6.2 Sanitary Sewer System. Visually inspect sanitary sewer systems to ascertain the presence or absence of leaks or seepage. Record inspection in Work Management System.

6.3 Exterior Water Distribution System. Inspect exterior water distribution systems within facility boundaries for evidence of malfunctions in the exterior water distribution system. Record inspection in Work Management System.

6.4 Generator. Maintain and inspect all school generators mechanical operations for proper operations and for fuel leaks, electrical distribution boxes, connectors,…