SOL_17QAA8516_ATT_1_PWS_GROUNDS.pdf

RFQ HSCG84-17-Q-AA8516

GROUNDS MAINTENANCE SERVICES

AT USCG SFO GALVESTON, TX

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ATTACHMENT #1

UNITED STATES COAST GUARD

SECTOR FIELD OFFICE GALVESTON

GALVESTON, TX

PERFORMANCE WORK STATEMENT (PWS)

FOR

Grounds Maintenance (totaling 557,568 square feet or 12.8 acres)

04 OCTOBER 2016

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1.0 INTRODUCTION: The U.S. Coast Guard is procuring Grounds maintenance Services as described in the following paragraphs for U.S. Coast Guard Sector Field Office Galveston (SFO Galveston). The Performance Work Statement (PWS) is in concurrence with the direction in which the Coast Guard is procuring contracts to ensure consistent performance and to be result-oriented.

1.1 Purpose: The purpose of this PWS is to define the work and scope of the effort so that the selected Contractor can identify and provide the personnel, management, supervision, materials, supplies, equipment, tools, transportation, and other items or services (except those stated herein) necessary to accomplish Grounds maintenance services at SFO Galveston.

1.2 Performance: The Contractor shall perform these services in a manner that ensures the health and safety of military members, civilian employees, contractors, and members of the public, and shall maintain aesthetic appearance of federal property. Superior customer service and well-maintained grounds that present a clean, neat, and professional appearance shall be furnished in accordance with all terms and conditions of the contract.

1.3 Requirements Summary: The Contractor shall provide all personnel, supervision, management, materials, supplies, training, transportation, and all other items necessary to support the mission as described herein. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS. The Contractor’s Quality Control Plan (QCP), and Government monitoring functions, are to provide for the highest level of service delivery performance critical to mission success. The Contractor shall use the PWS, as well as the approved QCP, to accomplish the functions/tasks generated for this effort as identified in Paragraph 6.0, Technical Requirements.

1.4 Outcome: The outcome anticipated by SFO Galveston, as described in the subsequent paragraphs of this document, is the full and complete deliverance of Grounds maintenance services.

2.0 GENERAL

2.1 Mission: The mission of SFO Galveston is to provide logistics support which consistently meet or exceed the expectations of units within the Sector Houston-Galveston Area of Responsibility. SFO Galveston is host to many tenants, and Coast Guard commands, and other government agencies.

2.2 Levels of Service Frequency: The contractor shall perform grounds maintenance on a Tri-Weekly basis.

2.3 Worksite Description: United States Coast Guard Sector Field Office (SFO) Galveston is located at 3000 Fort Point Road - Galveston, TX 77550. Grounds Maintenance consists of performing all operations in connection with the lawn mowing (this includes the

HSCG84-17-Q-AA8516 PAGE 3 of 17 ATTACHMENT #1 area starting outside the front gate at the first Jersey barrier on both sides of the road) totaling 557,568 square feet or 12.8 acres, trimming, edging, debris removal and removal of weeds growing in all paved areas, sidewalks, fence rows, planters, and trees. The site plan listed in technical exhibit #1 identifies the grounds requiring Grounds maintenance services and the estimated square footage for each type of space to be maintained. The Contracting Officer (KO) will advise the contractor in writing (e-mail) in advance of stop-service and when service should be resumed. Contractor shall only bill for the square footage serviced.

2.4 Hours of Operation: SFO Galveston’s regular (normal) working hours are from 0700 to 1500, Monday through Friday, except Federal Holidays and other days specifically identified by the Commanding Officer (CO).

2.5 Recognized Holidays: The Contractor is not required to provide Grounds maintenance services on recognized Government holidays and other days declared by Executive Order. The recognized holidays are New Year’s Day; George Washington’s Birthday; Martin Luther King, Jr.’s, Birthday; Memorial Day; Independence Day; Labor Day;

Columbus Day; Veterans’ Day; Thanksgiving; and Christmas. If scheduled on a Government holiday, work must be performed either the workday before or the workday after, but in no event will the service be delayed until the following week. Work scheduled on Friday shall be performed on Thursday. The COR will be informed of, and must approve, this schedule change.

2.6 Security and Parking: The Contractor, or any representative, and all Contractor employees entering the base, shall abide by all security regulations of this installation which may be in effect during the contract period, and they shall be subject to such checks as may be deemed necessary to ensure that no violations occur. The contractor shall provide a roster of employees as required under paragraph 4.1.2. Each vehicle shall stop at the Security gate before gaining admittance, each employee in the vehicle shall show their valid accepted picture identification and have their name checked against the roster provided by the contractor, and the driver shall be prepared to show their current state-issued driver’s license, their current vehicle registration, and proof of current vehicle insurance.

2.7 Safety Requirement Plan: All work shall be conducted in a safe manner and shall comply with all applicable Federal, State, and local safety standards and requirements. SFO Galveston reserves the right to inspect for compliance with safety standards and requirements. The Contractor shall develop and submit a Safety Plan within five (5) calendar days after award. (See Deliverables 7.0) and as updated annually or whenever changed by the Contractor. The Contractor’s Safety Plan shall comply with all Federal and State laws, including OSHA.

2.8.1 Accident Report. The Contractor shall report to the Officer of the Day (OOD);

Contracting Officer or his/her designated representative, exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accident shall be indicated in each

HSCG84-17-Q-AA8516 PAGE 4 of 17 ATTACHMENT #1 typed report. All accidents must be reported to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence.

2.8.2 Activity Hazard Analysis Plan shall be submitted within five (5) calendar days after award (see Deliverables 7.0) (IAW US Army Corp of Engineers Safety and Health Manual EM-385-1-1) latest edition.

2.8.3 Stop-Work Orders. The Contractor shall cease all work if the Contracting Officer issues a Stop-Work Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved and the Contracting Officer has issued a Notice to Proceed. The Government will not allow time extensions or payments for excess costs to the Contractor caused by Stop-Work Orders issued as a result safety hazard.

2.8.4 Damage Report. The Contractor shall submit to the Contracting Officer or his/her designated representative, a full report of damage to Government property and/or equipment caused by Contractor employees. Dates, times, persons involved, description of damage, and estimated cost of damage shall be indicated in each typed report. All damage reports shall be submitted to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence. Reimbursement shall be made to the Government for damage that results from Contractor negligence.

2.9 Alcohol and Controlled Substances: Contract employees shall not possess, distribute, consume, or use any controlled substance or alcohol on the job site on Government property. Any Contractor or Contractor employee found to be in violation of this section may be permanently prohibited from SFO Galveston property. Actions taken under this section shall not relieve the Contractor from the requirement to provide sufficient personnel to perform adequate and timely service as required by the contract. In the rare event that a contractor has an employee that has a medical need to use a controlled substance and has the necessary doctor's prescription for its use, the contractor shall bring this to the attention of the Contracting Officer. The Contracting Officer will make a determination if the use of this employee is appropriate for the performance of this contract.

3.0 DEFINITIONS

3.1 Acceptable Quality Level (AQL): The maximum number of defects that can be considered satisfactory on the average. The allowable leeway or variance from a standard before the Government will reject a specific service. An AQL does not imply that the Contractor may knowingly perform in an unsatisfactory way. It means that the Government recognizes that defective performance sometimes happens unintentionally.

3.2 Building Managers: Points of contact in each building who are familiar with SFO Galveston’s response capabilities and procedures.

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3.3 Commanding Officer (CO): Refers to the Commanding Officer, U.S. Coast Guard, SFO Galveston.

3.4 Contracting Officer (KO): A person duly appointed with the authority to negotiate and enter into and administer contracts on behalf of the Federal Government.

3.5 Contracting Officer’s Representative (COR): The person(s) whom the Contracting Officer designates in writing by name and/or position title to conduct day-to-day liaison between the Contractor and the Contracting Officer on technical matters pertinent to this contract.

3.6 Contract Specialist (CS): A Government official responsible for the development, implementation, and administration of this contract. This person is the primary point of contact for the Contracting Officer.

3.7 Contractor: The term Contractor as used herein refers to both the prime Contractor and any Subcontractors. The Contractor will be responsible for ensuring that the Subcontractors comply with the provisions of this contract.

3.8 Equipment: Personal property of a capital nature (including tools, machinery, furniture, vehicles, and accessory and auxiliary items) for use in performing services, or for any administrative purpose.

3.9 Frequency of Services: The interval at which services are performed (examples:

Daily, Biweekly, Tri-weekly, Weekly, Monthly, Quarterly, Semiannually, or Annually)

3.9.1 Daily: Services performed once each day, Mondays through Fridays, during the period of the contract.

3.9.2 Bi-weekly: Services performed twice each calendar month of the contract. These services will be performed approximately every 14 days as scheduled.

3.9.3 Tri-weekly: Services performed three (3) times during each calendar month of the contract. These services will be performed approximately every 10 days as scheduled.

3.9.4 Weekly: Services performed once during each week, as scheduled.

3.9.5 Monthly: Services performed once during each month, as scheduled.

3.9.6 Quarterly: Services performed four (4) times during each twelve (12) month period of the contract, as scheduled.

3.9.7 Semi-annually: Services performed twice during each twelve (12) month period of the contract, as scheduled.

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3.9.8 Annually: Services performed once during each twelve (12) month period of the contract, as scheduled.

3.10 Government: The term Government as used herein refers to the U.S. Coast Guard.

3.11 Site Supervisor: The Contractor’s representative, and point of contact with Government representatives, who is responsible for management and coordination of the contract.

3.12 Manufacturer’s Recommendations: Technical information and user instructions provided by the manufacturer for the operation, use, and maintenance of their equipment.

3.13 Government Business Hours: Monday through Friday, 0700 to 1500, except Federal holidays. May also be referred to as duty hours, normal working hours, normal duty hours, duty, regular working hours, or regular duty hours.

3.14 Notice of Deficiency: A formal, written documentation of Contractor nonconformance of work, also known as a Contractor Discrepancy Report (CDR).

3.15 Officer of the Day (OOD): Refers to a military member acting under the CO on an assigned day.

3.16 Quality Assurance (QA): Those actions taken by the Government to assure services received meet the requirements of the contract.

3.17 Quality Control (QC): Those actions taken by a Contractor to assure that services rendered meet the requirements of the contract.

3.19 Quality Control Plan (QCP). Those actions taken by the Contractor to ensure QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements of the contract.

3.20 Periodic Surveillance: Physical observation and/or inspection of contract performance done on a frequency relating to contract performance and scheduling.

3.21 Executive Officer (XO): Refers to Executive Officer, U.S. Coast Guard, SFO Galveston.

3.22 Mowing shall be defined as the clipping or cutting of the lawn areas using a powered lawn mower. The cutting shall be even without ridges, free of scalped spots, and neat in appearance.

3.22 Trimming shall be defined as a horizontal cutting of all grass and/or weeds to not more than one inch high along walls, curbs, sidewalks, fences, foundations, tree trunks, shrubs, garden or cultivated areas, guy wires or poles, or, any other object in or adjacent to the lawn areas. Overhanging tree branches will be cut no lower than seven feet above the ground.

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Trimming does not allow the use of an herbicide or any other method designed to kill the grass, plants or vegetation.

3.23 Edging is defined as the use of a machine for vertical cutting along all lawn edges adjoining sidewalks, curbs, walls, and/or foundations.

4.0 PERSONNEL REQUIREMENTS AND QUALIFICATIONS

4.1 General: The Contractor shall provide personnel who meet established standards in order to effectively perform the services required herein. The Contractor shall not hire any Coast Guard military or civilian personnel, even on a part-time basis. The Contractor’s personnel shall be on-site only for contractual duties. Use of SFO Galveston’s recreational facilities, gymnasium, galley, or any other facility on the base is specifically prohibited.

4.1.1 All employees must be either citizens of the United States of America (U.S.A.) or aliens who have been lawfully admitted for permanent residence into the U.S.A. The Contractor shall obtain signed statements from all employees and potential employees to be assigned work under this contract attesting they have been informed of these restrictions.

Any employees assigned to secure spaces shall be United States citizens.

4.1.2 A fully qualified force shall be on board at the effective performance start date of the contract and shall be maintained throughout the period of this contract. The Contractor shall submit the necessary personnel documentation, to include a staffing list/plan and schedule for each employee, as required herein in accordance with Paragraph 7.0 Deliverables of this PWS five (5) calendar days after award, and with the approved QCP.

4.1.3 Removal or dismissal of employees who are not fully able to perform the normally assigned duties, who violate any security or health requirement, or for any other reason, does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform services required. All employees assigned by the Contractor to the performance of work under this contract shall be physically able to do their assigned work and shall be free of communicable diseases.

4.1.4 The Contractor shall provide contingencies for employees who are absent during their regular work hours. The COR shall be notified immediately, and the Contractor shall have in place a suitable replacement for the absentee employee within two hours of initial notification.

4.2 Supervision:

The Contractor shall, at all times, provide the necessary supervision for the effective management of grounds maintenance operations. All supervisors shall have a thorough knowledge of the tasks, equipment, and materials required and shall be able to both properly train and direct Grounds maintenance personnel. The hiring of personnel for these tasks shall comply with all rules, regulations, and laws, both Federal and State, applicable at the time of hiring.

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The Contractor shall designate, in writing, a Site Supervisor or Shift Leader, to include any alternates and replacements, and with the authorization to act on behalf of the Contractor, to be available at all times that contract work is in progress. The Contractor shall submit the names, addresses, and phone numbers of site supervisor or shift leader and his/her alternate to the Contracting Officer five (5) calendar days after award. (See Deliverables 7.0) The designated personnel shall be the point of contact with the Government for performance of all work required.

The designated personnel shall conduct daily inspections to ensure conformity with this PWS and with the approved QCP.

The designated personnel shall be fully capable of supervising all other Contractor employees and be responsible for ensuring the completion of all work assignments and required services as specified and/or directed under the terms of the contract. In addition, the designated personnel shall conduct overall management coordination; shall receive notices, reports, or requests from the KO or his representative; and shall be available to meet with the COR and/or Government personnel to discuss problem areas. The Contractor shall return calls to the COR within one hour of notification.

The designated personnel shall be at the work site during times work is being performed under this contract.

4.3 Identification and Uniforms:

The Contractor shall require all employees to wear distinctive uniform clothing for ready identification and shall assure that every employee is in uniform from the date the employee enters duty. The uniform shall have the Contractor’s name, in sufficient size to be read at a distance of approximately ten (10) feet, affixed thereon in a permanent manner. The Contractor shall ensure employees’ uniforms are clean and well-maintained while performing work under this contract.

4.4 Medical:

The Contractor shall ensure that any Contractor employee shall be in good health and free of any communicable disease prior to commencing work at this facility. Any necessary medical certificates, exams, and treatments are at the expense of the contractor.

4.5 Language Requirements:

The contractor, qualified representative, and employees on site, shall be able to read, write, clearly speak, and understand English. They shall be able to fulfill, completely and clearly, the reporting requirements of the contract.

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4.6 Conduct of Personnel:

The Contractor shall require that their employees comply with the instructions pertaining to conduct, safety, and health regulations forming a part of this contract. The Contractor shall prohibit his/her employees from disturbing papers on desks, opening drawers, closets or cabinets, except for Grounds maintenance closets, or using the telephone or equipment unless specifically authorized by the COR. Contractor personnel shall not smoke or consume food or beverages while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the U.S.

Coast Guard, and the Federal Government. The Contracting Officer reserves the right to require the removal from worksite Contractor employees deemed to be incompetent, careless, insubordinate, or otherwise objectionable and/or not acting in a safe, responsible, and/or business-type manner. To maintain continuity of services, the Contractor shall initiate immediate action to replace such an employee at no additional cost to the Government.

4.7 Employee Training/Operation of Equipment:

The Contractor shall ensure that each employee used in the performance of this contract is adequately trained and instructed to safely and competently perform the work. All equipment operators must be fully trained and capable of using the equipment in the performance of the contract.

5.0 APPLICABLE DOCUMENTS

The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations and requirements; all industry standards/references; all Government and USCG Regulations, attachments and exhibits; and, all applicable instructions and directives, identified herein and/or listed in the table below pertaining to the services required herein and to the conduct and qualifications of personnel in performance of this contract. The most recently published publication will be used as a reference.

PUBLICATION TITLE CHAPTERS DATE

COMDTINST M4500.5D Personal Property Management Manual

2/2013 All Latest edition

COMDTINST M 5000.3B

series

U.S. Coast Guard Regulations 9/1992 All Latest edition

COMDTINST M5100.47 Safety and Occupational Health Manual4/1990

All Latest edition

COMDTINST M110000.7 Facilities Energy Manual 2/1999 All Latest Edition

COMDTINST M16478.1B Hazardous Waste Management 3/1998 All Latest Edition

EM 385-1 -1 US Army Corps of Engineers Safety and Health Manual All Latest edition

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The Government will provide publications listed upon request. The Government may issue supplements or amendments to the publications from any organizational level during the “life of the contract.”

6.0 TECHNICAL REQUIREMENTS

6.1 General:

6.1.1 Management: The Contractor shall manage the total work effort associated with the Grounds maintenance services required herein to assure fully adequate and timely completion of these services. Included in this function will be a full range of management duties including planning, scheduling, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of work in accordance with sound and efficient management practices. The Contractor shall maintain an adequate workforce to complete work in accordance with the time and quality standards specified herein.

6.1.2 Work Control: The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein.

6.1.3 Removable Items: Any removable items, such equipment, shall be moved so that a thorough job may be accomplished for all operations required. Upon completion of work, all removable items moved shall be returned to their original positions. All equipment and supplies shall be stored properly and in designated spaces.

6.1.4 Emergencies and Repairs: Contractor shall promptly report to the Officer of the Day (OOD), at 409.682.0142, any fires, noxious fumes, injuries, or hazardous conditions observed, to be followed with a report to the COR, at 409.766.4851. Any other problems or items in need of repair, such as plugged commodes or waterless urinal cartridges, burned out lights, leaky faucets, and malfunctioning dispensers, shall be reported to the COR by e-mail.

6.1.5 Lost and Found: The Contractor shall require that all articles found by their employees must be returned in the OOD or COR.

6.1.6 Schedules: The Contractor’s monthly work schedule shall indicate the specific hours of the day and days they will be performing grounds maintenance for that specific month and be submitted at least forty-eight (48) hours prior to the start of the period in question.

The Contractor shall perform and schedule all work in accordance with Paragraph 2.4 of this PWS to cause minimum interference with the normal conduct of Government work.

Therefore, any deviations from these schedules must be approved, in advance, by the Contracting Officer. The Contractor shall submit a copy of monthly schedule to the Contracting Officer for approval within five (5) calendar days after award. (See

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Deliverables 7.0)

6.1.7 Inspection Records and Reports: A copy of Contractor’s inspection reports and records shall be available to KO and COR at any time.

6.1.8 Standards of Conduct: The Contractor shall maintain satisfactory standards of employee competency, conduct, appearance, and integrity, and shall take such disciplinary action against his/her employees, as necessary. Each Contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the U.S.

Coast Guard, and the Federal Government. The Government reserves the right to direct the Contractor to remove an employee from the work site for failure to comply with the standards of conduct. To maintain continuity of services, the Contractor shall initiate immediate action to replace such employee, at no additional cost to the Government.

Actions taken under this paragraph shall not relieve the Contractor from the requirement to provide sufficient personnel to perform adequate and timely service as required by the contract.

6.1.9 Safety: All mowing and edging equipment shall be maintained and used in a safe and effective condition, including effective safety shielding. Operator PPE (e.g. eye and ear protection) shall be provided by the contractor and worn at all times during the operation of lawn mowers and edger’s.

WORK REQUIREMENTS:

6.2 BASIC LAWN MOWING SERVICES:

The work covered by this section of the specifications consists of performing all operations in connection with the lawn mowing (this includes the area starting outside the front gate at the first Jersey barrier on both sides of the road) totaling 557,568 square feet or 12.8 acres, trimming, edging, debris removal and removal of weeds growing in all paved areas, sidewalks, fence rows, planters, and trees.

Included is, the North fence line on its North side (this is referring to the outside of the fence) and the Berm where there is to be a maintenance cut upon each visit, which is a minimum of 10’ foot wide down the entire North fence line and a minimum of 10’ foot up the Berm on all sides.

6.2.1 Lawn Mowing: Lawns shall be cut on a Tri-weekly basis to a height not to exceed six inches high cut. In no event shall grass be cut lower than one inch in height. Each successive mowing shall be at an approximate 45, 90 degree or parallel to the previous mowing (choose only one). Mowing actions on all areas indicated as grass or lawn shall be mowed in accordance with the frequency required by the Facilities Engineer or his authorized representatives, at SFO Galveston.

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6.3 WEED CONTROL OF OPEN AREAS AND FENCE ROWS

6.3.1 The work covered by this section of the scope consists of performing all operations in connection with weed control of the grass and weed control in the parking lots, curbs, cracks in the sidewalks, planters, volley ball area, horse shoe area, between the rocks along the water front, at the Berm (minimum of ten feet) and North fence line (minimum of ten feet)/ front gate and all fence rows and open areas.

6.3.2 The Contractor shall provide the Facilities Engineer or his authorized representatives a copy of the SDS (safety data sheets) for ANY herbicides that will be used on or at the facility prior to commencing work.

6.3.3 The contractor shall guarantee each area to be weed free for a period of one (1) year from the date of herbicide spraying.

6.3.4 Any weeds or other vegetation that appears during the one (1) year period shall be promptly removed and the ground re-sprayed by the Contractor at no additional expense to the government.

6.3.5 Weed, weedy grasses, or other vegetation growing in the parking lots, curbs, cracks in the sidewalks, planters, between the rocks along the water front, at the berm (up to ten feet) and front gate and all fence rows and open areas shall be killed and completely removed from those areas involved.

6.4 CHEMICAL HERBICIDE

6.4.1 The chemicals shall be applied at the rate recommended by the manufacturer.

6.4.2 Contractor shall provide the Facilities Engineer or his authorized representatives a copy of the SDS (safety data sheets) for ANY chemical herbicides that will be used on or at the facility prior to commencing work.

6.4.3 The Contractor shall schedule his spraying operations and then notify the by the Facilities Engineer or his authorized representatives for approval in advance of the spraying.

6.5 OTHER CHEMICAL SPRAYING

6.5.1 The work covered by this section of the specification consists of performing all operations in connection with pesticide spraying to control pests and diseases on lawn areas, trees, shrubs, plants, ivy and other cultivated areas.

6.5.2 Rate of Application: All chemicals shall be applied at the level recommended by the manufacturer of the products involved.

6.5.3 All instructions and/or recommendations by the Facilities Engineer or his authorized representatives and the manufacturer are to be followed accurately.

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6.5.4 The chemicals to be used and the rate and method of application shall be approved in advance by the Facilities Engineer or his authorized representatives.

6.5.5 Scheduling: The Contractor shall schedule his spraying operations and submit said schedule to the Facilities Engineer or his authorized representatives for his approval of spraying operations.

6.5.6 The Contractor shall accurately determine the identity of the pest or disease before the chemical is applied.

6.5.7 All instructions and/or recommendations by the Facilities Engineer or his authorized representatives and the manufacturer are to be followed accurately.

6.5.8 The pest or disease shall be presented or be reasonably expected to be presented within two or three weeks before the pesticide is to be applied.

6.5.9 The Contractor shall be responsible for obtaining any necessary professional advice to assure the effectiveness of the chemical application and/or work specified in this section.

6.6 CLEAN UP

6.6.1 The work covered by this section of this scope consists of performing all operations in connection with cleanup after other actions in this specification.

6.6.2 All debris generated in the process of grounds maintenance operations as required under other sections of this scope shall be cleaned up and removed from the facility as a part of the specific operation involved, as well as blowing off grass clippings from any/all paved surfaces.

6.6.3 Cleanup and debris removal shall be accomplished the same day as the operation involved or shortly (by close of business the next day) thereafter with approval from the Facilities Engineer or his authorized representatives.

6.7 EQUIPMENT AND OPERATIONS:

6.7.1 The mowing equipment is to be furnished by the contractor and shall be of adequate design to perform all required mowing cycles.

6.7.2 The mowers shall have sharp cutting blades, be in good mechanical/working condition and shall be adjustable in its cutting height.

6.7.3 No mower is to be used on any lawn if the mower blade is not sharp and if mower is used on any lawn during the same mowing cycle, the mowers shall be so designed, adjusted, and operated that no noticeable difference between mowing patterns is evident.

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6.7.4 Repairs and Maintenance: The Contractor shall not perform any repairs to, or maintenance of, Government-owned facilities. Government-owned facilities found by the Contractor to be in need of repair shall be reported to the COR.

6.7.5 Specific Tasks: The Contractor shall perform and schedule all work on a bi-monthly basis.

7.0 DELIVERABLES

The Contractor is responsible for meeting the deliverables format, content, and schedule in accordance with the table below. Deliverables are required via electronic media.

Deliverables Frequency # of Copies and to Whom Date(s) Required

Safety Plan Paragraph 2.7 of the PWS

As revised Two – KO and COR Five (5) Calendar days after award

Quality Control Plan Paragraph 8.0 of the PWS

As revised Two – KO and COR Five (5) Calendar days after award

Staffing Plan/Employee Roster Paragraph 4.1.2 of the PWS

As revised Two – KO and COR Five (5) Calendar days after award

Name and telephone numbers for Site Supervisor or Shift Leader and alternates Paragraph 4.2 of the PWS

As revised Two – KO and COR Five (5) Calendar days after award

Activity Hazard Analysis Plan Paragraph 2.8.2 of the PWS

As revised Two – KO and COR Five (5) Calendar days after award

Supplies, Materials and Equipment Paragraph 6.7 of the PWS

As Revised Two – KO and COR Five (5) Calendar days PRIOR TO award

Insurance Certificate Clause Section, HSAR 3052.228-70 and FAR Clause 52.228-5, Annually Two – KO only Five (5) Calendar days after award

Accident Report Paragraph 2.8.1 of the PWS

Two – KO and

COR

within Twenty-Four (24) hours of the occurrence.

Damage Report Paragraph 2.8.4 of the PWS

Two – KO and

COR

within Twenty-Four (24) hours of the occurrence.

** It is acceptable to submit a letter from the insurance company stating a Certificate of Insurance will be provided upon contract award. A letter from the Contractor will not be acceptable

NOTE 1: The insurance policy shall contain the following endorsement: “Any cancellation or material change in the coverage adversely affecting the Government’s interest shall not be effective unless the insurer or the contractor give a 30 days written notice of cancellation or change to the Contracting Officer.

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8.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1 Quality Control Program: The QC program is the driver for product quality. The contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. Once the QC program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

8.2 Contractor QC Plan (QCP): The Contractor shall develop, submit with a quote for evaluation, and maintain a QCP delineating the Contractor’s QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements. The program/inspection system shall establish and explain in detail how the Contractor shall sustain the quality of the services they provide. The QCP shall assure that the requirements of the contract are met. The COR will approve any changes to the QCP prior to the Contractor implementing them. If the COR perceives such changes to be other than minor, approval by the KO is necessary.

8.3 Quality Control Program/Inspection System: The QC system shall encompass all functions of the contract. It must specify areas to be inspected, on either a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection. The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The QC program/inspection system shall be designed to keep the Contractor’s management and the Coast Guard informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate. The Contractor shall ensure that QC includes timely and effective corrective action for all deficiencies identified by the Government.

8.4 Contents of the QC Program/Inspection System, shall include, but are not limited to, the following:

a. Introduction to the Quality Control System

1. Background and rationale for the System.

2. Objectives in using Quality Control.

3. Successes with, and updates for, the System.

b. Grounds maintenance Quality Control Process for the Various Tasks Identified Herein

1. Steps and flow diagram (includes checklist used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing;

method of documenting and enforcing quality control operations).

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2. Inspection procedure (to include checklists used by the Contractor covering all service requirements of the contract, identifying the items, frequency, conformance indicators, and actions taken if nonconformance is found).

3. Means of identifying and resolving problems.

4. Roles and responsibilities.

c. Specific Quality Control Functions.

1. Supervision of services covering all the service requirements of this contract (to include staffing and schedules for all necessary assignments; submissions and completion reports; and availability of Project Manager/Supervisor/Shift Leader and any substitutes or alternates with the flexibility to realign staff for certain events; a training plan outlining names, topics, and completion dates;

and the name(s) of the individual(s) who will perform the inspections).

2. Sanitation and maintenance of facility (including employee areas).

3. Contingencies.

4. Special events/emergency situations – procedures to be used; obtaining additional employees.

5. Response to Contract Discrepancy Reports (CDRs).

6. Contractor-identified service work procedures.

7. Ordering, receipt, storage, and retrieval of products, supplies, materials, and equipment to be used.

The Contractor shall submit a copy of the quality control plan/program to the Contracting Officer for approval within five (5) calendar days after award. (See Deliverables 7.0)

8.5 Performance Evaluation Meetings:

The Contractor, or Contractor’s representative or alternate, may be required to meet at least weekly with the COR during the first month of the contract. Thereafter, meetings will be as often as necessary, as determined by the COR. Time and place of the meetings will be mutually agreed upon between the Coast Guard and the Contractor. The minutes of the meetings shall be prepared by the COR, and signed by him or her, and the Contractor or Contractor’s representative or alternate. If the Contractor does not concur with the minutes, they shall state, in writing, any areas of non-concurrence and submit to the COR within five

(5) business days of receipt of the signed minutes.

Meeting will be held at the USCG SFO Galveston at no additional cost to the Government.

8.6 Contract Discrepancy Report (CDR):

When a discrepancy exists, the Contractor shall be required to complete block 10 of a CDR, which will be submitted to the contractor at the time of issuance. The KO will evaluate the Contractor’s explanation and determine the next course of action. The Contractor may request a meeting whenever a CDR is issued.

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9.0 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS

9.1 Fundamental Government Responsibilities: The COR is responsible for representing the KO in all facets of quality for the services required. The designated personnel will carry out inspections, reviews, and approvals, handle deficiencies, and ultimately accept on behalf of the KO. The functions of the COR are identified below. Government personnel, other than the KO and COR, may, from time to time, observe the Contractor’s operations; however, these personnel may not interfere with Contractor performance.

9.2 General Quality Assurance Functions: To facilitate the surveillance of the Contractor’s quality program by the Government, the COR will verify Contractor compliance with designated performance requirements. In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the Contractor is subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the Contractor’s QCP regularly for compliance with the requirements herein.

9.3 Specific Quality Assurance Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QCP. The COR will perform the following qualitative and evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP).

Carry out periodic inspections using the Quality Checklists.

Report any findings resulting from these inspections to the Contractor or his representative.

Issue a CDR to communicate discovered discrepancies to the Contractor and follow up to ensure that the discrepancies are corrected.

Meet with the Contractor or his representative as agreed to or as often as necessary.

The Contractor and COR will sign the written minutes of these meetings prepared by the COR. Any area(s) of non-concurrence with the minutes by the Contractor must be specified in writing to the COR within five (5) business days of Contractor’s receipt of the signed minutes.

Conduct customer surveys and ensure that Contractor responds fully to concerns.

Take appropriate actions based on health, safety, environment, or any other inspection results.

Perform annual and final performance evaluations.

** END OF PWS **

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