MFH Tree Trimming PWS_7 March 2025 Draft.pdf

PERFORMANCE WORK STATEMENT

FOR

TREE TRIMMING/REMOVAL AND MISCELLANEOUS

SERVICES IN MILITARY FAMILY HOUSING (MFH)

ISLAND-WIDE

718 CES/CELS

KADENA AB, OKINAWA, JAPAN

7 March 2025

DRAFT

PERFORMANCE BASED WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES 3-6

2 SERVICES SUMMARY 6

3 PERFORMANCE STANDARDS 6

4 GOVERNMENT-FURNISHED PROPERTY AND SERVICES 7

5 GENERAL INFORMATION 7-13

1. DESCRIPTION OF SERVICES.

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to respond to Tree Trimming/Removal and Miscellaneous Services in Military Family Housing (MFH) Island-Wide. Accomplished work will ensure that trees are trimmed or removed to remove safety hazards. The contractor shall cleanup debris from the work carried out under this contract.

The Contractor will provide a work completed statement on a weekly basis no later than noon the first business day of the following week the work was completed in.

A contractor primary and alternate P.O.C. is required for notification.

1.1. MAINTAIN TREES

1.1.1. TREE SIZES

Trees identified for trimming or removal shall be considered based on trunk circumference, height, and crown width within the following categories: small, medium, large, and extra-large.

Trunk circumference will be measured four (4) feet (1.2 meters) from the ground. One tree is considered to have one trunk. If the tree has multiple trunks, each trunk will be measured and 70% of the total circumference of each trunk will be added to equal one tree. Any trees exceeding the size of extra-large (XL) will be priced under Non-Priced Item (NPI) as described in section 1.5 and 1.5.1.

SIZES

Table 1 Tree Sizes Small (S) (20~89cm trunk circumference);

approximately (height < 5m);

approximately (crown width < 2m) Medium (M) (90~179cm trunk circumference);

approximately (5m < height < 10m);

approximately (2m < crown width < 4m) Large (L) (180cm~239cm trunk circumference);

approximately (10m < height < 15 m);

approximately (4m < crown width < 8m) Extra Large (XL) (240cm~299cm trunk circumference);

approximately (height > 15 m);

approximately (crown width > 8 m)

1.1.2 TREE TRIMMING

Contractor shall trim/prune trees on all ground’s areas under this contract on an as required basis. Trees shall be maintained to their natural growth and present a healthy look, be free of browning foliage, and dead limbs. The contractor shall be responsible for any branches, limbs, trunks or parts of trees that require service up to the full height from the ground. Trees must be trimmed or topped to a height not to exceed twenty (20) feet from ground level. Crown width, after trimming, will not exceed fifteen (15) feet. All trees will be trimmed to remain, at-a-minimum, three (3) feet from the edge of housing structures, three (3) feet from roadways, and three (3) feet from utility lines, and, when feasible, one (1) foot from sidewalks. All branches will be removed from the ground to a height of seven (7) feet from ground level. If it is impossible to meet these criteria, the contractor shall coordinate with the COR for any variance.

1.1.2.1 AREA-WIDE TREE TRIMMING

Area Sizes identified for trimming shall be considered, based on number of housing units, number of trees, and percent of the total number of the size of trees within the area. The size of the trees will be considered per PWS 1.1.1 Any area exceeding extra-large (XL) will be priced under NPI as described in sections 1.4 and 1.4.1. Pricing will be in accordance with the table in this section. Any included trees that fall outside a housing unit boundary will be priced individually per Table 1.

Table 2 Area Sizes

Six (6) housing units (multiplex or individual homes or combination of the two) or less, or more than 60% of the trees in the area are small (S) per Tree Size in Table 1. No-more-than 36 trees.

Medium (M) More than 6 housing units but less than 25 (multiplex or individual homes or combination of the two), and less-than 40% of the trees are small and no-more-than 20% of the trees are large (L) per Tree Size in Table 1. No-more-than 144 trees.

Large (L) More than or equal to 25 housing units, but less than 50 (multiplex or individual homes or combination of the two), and more-than 50% of the trees are large or medium trees. No-more-than 294 trees.

Extra Large (XL) More than or equal to 50 housing units, but less than 75 (multiplex or individual homes or combination of the two), and more-than 60% of the trees are large or medium trees. No-more-than 444 trees.

1.1.3. TREE REMOVAL

Contractor will cut any trees requiring complete removal to below ground level, not-to-exceed four (4) inches in depth, to accommodate covering the remaining stump with soil. The contractor will repair the ground with soil to create a natural and uninterrupted appearance from the surrounding ground cover. The area shall be seeded and watered once after seeded. Tree sizing will be in accordance with PWS 1.1.1 and Table 1.

1.1.4. ROOT REMOVAL

Contractor shall remove any root system completely where probable or at-least below ground level, not to exceed four (4) inches in depth, to accommodate covering the remaining roots with soil. The contractor shall repair the ground with soil to create a natural and uninterrupted appearance from the surrounding ground cover. The area shall be seeded and watered once after seeded. Pricing will be according to the table included in this section.

Table 3 Root Area Sizes

Roots encompass area of less-than two (2) square meters.

Medium (M) Roots encompass area between two (2) to less-than four (4) square meters.

Medium (L) Roots encompass area between four (4) to less-than six (6) square meters.

Extra Large (XL) Roots encompass area between six (6) to less-than eight (8) square meters.

1.2 TYPHOONPREPARATION

The contractor shall begin preparing for typhoon strike at TCCOR-2 and shall cease all work underway no-later-than declaration of TCCOR-1, and all debris from any work completed shall be cleaned and removed from the base no-later-than the declaration of TCCOR-1C.

1.3 REMOVAL AND DISPOSAL OF TREES, CLIPPINGS AND OTHER

VEGETATION ASSOCIATED WITH THISWORK.

Contractor shall remove all trees, clippings and vegetation associated with this work and dispose of this material outside the U.S. Government installation.

1.4 PRESERVATION OF GOVERNMENT PROPERTY.

The Contractor shall use reasonable care to avoid damaging Government Property. If the Contractor’s failure to use reasonable care causes damage to any Government Property, the Contractor shall replace or repair the damage at no expense to the Government as the Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

1.5. SCHEDULES.

The contractor shall develop work schedules based on approved, by a COR of this contract, work requirements. The schedule shall include any work requirements not included in previously developed schedules, and the schedule must be submitted to the COR within 15-days of approval of work, and no later than 4 work-days prior to the beginning of the first day of approved and planned work.

2. SERVICES SUMMARY.

The Contractor service delivery requirements are summarized into performance objectives that relate directly to standards of performance required to meet mission essential needs.

For the Performance Objective to be met, service delivery must be in substantial compliance with Government. The Performance Standard describes the minimum overall levels of service delivery required for acceptable quality control. Failure to meet these Performance Standard means that contractor Quality Control is unacceptable.

3. PERFORMANCE STANDARDS

Performance Objective

PWS

Para Performance Standard Performance

Standard

Perform Tree Trimming

1.1.2

95% of work completed by agreed upon Period of Performance (POP) completion date. With no more than 2 failures per annual performance period

Periodic Inspection

Perform Area-Wide Tree Trimming

1.1.2.1

85% of work completed by agreed upon Period of Performance (POP) completion date. With no more than 2 failures per annual performance

Perform Tree Removal

1.1.3 upon Period of Performance (POP) completion date. With no more than 2 failures per annual performance

Perform Root Removal

1.1.4 upon Period of Performance (POP) completion date. With no more than 2 failures per annual performance

4. GOVERNMENT-FURNISHED PROPERTY AND SERVICES.

4.1. PHONE NUMBERS.

The following phone numbers are furnished:

Kadena AB Marines

EMERGENCY 911 911

Provost Marshal N/A 645-7441 Fire Protection 634-6011 645-3776 Security Police 634-1880 N/A Interpreter (SFS) 634-1880

5. GENERAL INFORMATION.

5.1. SERVICES REVIEW.

The services to be performed by the contractor during the period of this contract shall at all times be subjected for review by the CO or authorized representative(s).

5.2. RECORDS.

The contractor shall be responsible for creating, maintaining, and disposing of only those government required records. If requested by the Government, the contractor shall provide the original or a reproducible copy of any such record within three (3) days of receipt of the request.

5.2.1. Records of quality control inspections shall be kept and made available to the Government throughout the contract performance period, and for 3 years after final payment.

5.3. HOURS OF OPERATION.

The contractor is authorized to perform the on-site services required under this contract during the following hours: 07:30 AM – 18:30 PM, Monday through Saturday, except on U.S. holidays as specified in section 4.4.1 of this PWS. No on-site work shall be scheduled or performed on holidays unless previously approved or directed by the COR.

If the contractor desires to work on non-scheduled workdays, the contractor must submit a written request (prior to the day before the holiday) to the COR who will then submit the request to the CO for approval.

5.3.1. HOLIDAYS.

The contractor is required to provide service, expect as noted on the following days:

Day Holiday 1st Day of January New Years Day 3rd Monday of January Martin Luther King’s Birthday 3rd Monday of February President’s Day Last Monday of May Memorial Day 4th of July Independence Day * 1st Monday of September Labor Day 2nd Monday of October Columbus Day 11th of November Veteran’s Day * Last Thursday of November Thanksgiving Day 25th of December Christmas Day *

*If the holiday falls on Saturday, it will be observed on the preceding Friday. If it falls on a Sunday, it will be observed on the following Monday.

5.4. CONTINGENCIES.

5.4.1. In the event the Wing Commander requests a temporary shutdown of the jobsite, the contractor will be notified in writing by the Contracting Officer. Any Government caused delays as a result of the temporary shutdown that may require an adjustment to the contract will only be coordinated through the contracting officer and contractor only.

5.4.2. On occasion, services may be required to support typhoon preparation and recovery efforts. These requirements are outlined in section 1.

5.5. SECURITY REQUIREMENTS.

Security and base access requirements are contained in clause AFFARS 5352.242-9000 “Contractor Access to Air Force Installations” (OCT 2019). The contractor’s employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base.

Procedures for commercial vehicle access to the base are subject to change without prior notice.

5.6. ID PASSES, BADGES AND VEHICLE STICKERS.

The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa prior to start of work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the CO or designated representative.

At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours. All vehicles shall have the contractor’s company displayed in English on both sides and shall be readable to a distance of at least 50 feet away.

5.6.1. JAPANESE ROAD LAWS.

The contractor shall comply with Japanese Road Laws while on U.S. Military installations to specifically include Article 43, The Road Law (Japan) (prohibited acts relative to roads). No person shall commit the following described acts.

5.6.1.1. Damaging the road, causing roads to be littered with debris, polluting the roads with debris or falling out from motor vehicles or otherwise defacing roads unreasonably or without due cause.

5.6.1.2. Article 43-2 (Measures to be taken to prevent cargo or things loaded on motor vehicles from falling out).

5.6.1.3. The agency managing a road may when there is reasonable cause for him to feel that items or cargo being carried in or on a motor vehicle may fall out and damage, pollute, or otherwise deface the road in such manner as to hinder or obstruct the traffic, order the operator of the vehicle in question to take steps or measures necessary to prevent occurrence of such hindrance by stopping operation of the vehicle, or correcting the method of loading or traveling or operation of the vehicle.

5.7. REQUIRED INSURANCE BY JAPANESE LAW.

The contractor shall procure and maintain during the entire period of his performance under this contract the following minimum insurance on each vehicle used by the contractor at the work site.

5.7.1.1. Insurance Type: Automobile Property Damage Insurance Amount:

¥3,000,000 or Dollar equivalent and Bodily Injury Insurance Amount: ¥30,000,000 or Dollar equivalent.

5.7.1.2. All vehicles must properly be inspected and insured in accordance with Japanese Compulsory Insurance (JCI) requirements.

5.7.1.3. Prior to the commencement of work hereunder, the contractor shall furnish to the CO a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the Government in such insurance shall not be effective for such period as may be prescribed by the laws of the state in which this contract is to be performed and in no event less than thirty (30) days after written notice thereof to the CO.

5.7.2. SAFETY REQUIREMENTS.

In performing work under this contract, the contractor shall conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

5.7.3. SAFETY AND FIRE.

The contractor shall comply with applicable government published safety requirements and regulations, Kadena Air Base Instruction 32-2001, dated 4 March 2016 which will be available upon request by the contractor. The contractor shall contact Kadena Air Base Fire Prevention Office at 634-4500 or Marine Corps Base Fire Prevention Office at 645- 2900 for all safety and fire related issues.

5.7.3.1. Work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (OSHS) (29 CFR 1910) and Japan Environmental Governing Standards (JEGS) by USFJ.

5.7.3.2. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

5.7.3.3. Provide protection to government property to prevent damage during the period of time the property is under the control or in possession of the contractor.

5.7.3.4. Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract as applicable.

5.7.3.5. Record and report promptly (within one (1) hour) to the CO or COR, all available facts relating to each instance of damage to government property or injury to either contractor or government personnel.

5.7.3.6. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the CO.

5.7.3.7. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of investigation until the investigation is completed.

5.7.3.8. Include a clause in each applicable subcontract requiring the subcontractor's cooperation and assistance in accident reporting and investigation.

5.7.3.9. Ensure personnel have the following on-base emergency services phone numbers programmed into their cell phones:

Kadena AB: 098-934-5911 Marine Camps: 098-911-1911

5.8. ENVIRONMENTAL CONTROLS.

5.8.1 COMPLIANCE WITH LAWS AND REGULATIONS.

The contractor shall be knowledgeable of and comply with all applicable JEGS, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, the contractor is required to comply as such laws come into effect. If there is an increase or decrease in cost as a result of the change, the contractor shall inform the CO pursuant to notice requirements and negotiate a modification to the contract.

5.8.2. NOTIFICATION OF ENVIRONMENTAL SPILLS.

If the contractor spills or releases any substance contained in the JEGS into the environment, the contractor or its agent shall immediately report the incident to Kadena Air Base Fire Department at 098-934-5911 from a cell phone or 098-911-1911 for all other military installations. The liability for the spill or release of such substances rests solely with the contractor and its agent.

5.8.3. ENVIRONMENTAL PROTECTION.

The contractor shall conduct all operations under this contract in accordance with JEGS, all chapters, 2018; and United States AFMAN 32-7002, Environmental Compliance and Pollution Prevention (4 Feb 2020).

5.8.3.1. A list of hazardous materials and approved USAF Form(s) AF-3952 attached to the MSDSs may be used for this contract.

5.8.3.2. Hazardous Materials: The contractor may consult with the Kadena HAZMART Pharmacy at extension 634-7725 for a determination of whether a product is a hazardous material or not. Any hazardous materials brought onto Kadena Air Base must have an approved USAF Form AF-3952 coordinated through the 18 LRS/LGSH (Kadena Hazmart Pharmacy), Material Safety and Data Sheet (MSDS) and approved by 18th Wing Safety, Bioenvironmental and Environmental authorities. The contractor shall provide a copy of the MSDS in English for each chemical element prior to start of this contract. The contractor shall be responsible for the proper handling, labeling, storage and disposal of hazardous materials in accordance with all existing laws and regulations set forth by the Prefecture Government of Okinawa, Japan.

5.8.3.3. Hazardous materials must be transported, stored, handled, used, and disposed of, in accordance with base, local, and other regulations. No hazardous materials shall be stored by the contractor on Kadena Air Base property.

5.8.3.4. All containers with hazardous materials shall be correctly marked and labeled with their contents and protected from damage.

5.8.3.5. Spills. Notification Requirements: Report all spills of hazardous materials immediately to Kadena Air Base Fire Department at 098-934-5911 from a cell phone or 098- 911-1911 for all other military installations.

5.8.3.6. Responsibility: The contractor is responsible for spill cleanup. The contractor shall determine, as quickly as possible, the nature of the spilled substance and implement the necessary safety precautions to protect both human health and environment. Clean up shall be in accordance with applicable local laws and regulations, at no additional cost to the Government, and shall only be performed by personnel adequately trained in spill response and clean up techniques for the severity of the spill incident.

5.8.3.7. Reporting Requirements: The contractor shall submit a written follow-up report to the COR not later than five (5) calendar days after any spill incident. At a minimum, the report shall provide the information necessary to complete an Environmental Pollution Incident Report Form. Copies of this form are available from the 718 CES/Environmental Office. If the Government has to perform emergency spill response and clean up, due to the non- availability of contractor personnel, or if the spill is beyond the capacity of the contractor’s personnel, the contractor shall be held liable for all costs associated with performing the cleanup.

5.9. MATERIAL STORAGE AND USE.

The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. This includes hazardous materials.

5.10. CONTRACTOR PERSONNEL REQUIREMENTS.

5.10.1. CONTRACT MANAGER.

The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name(s) of person, and alternate(s), who shall act for the contractor when the contract manager is absent, shall be designated in writing to the COR no later than five (5) working days prior to work start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

5.10.2. The contract manager or alternate shall be available during normal duty hours within two (2) hours to meet on the installation with the designated personnel (designated by the CO) to discuss problem areas. After normal duty hours, the contract manager and alternate shall be available within four (4) hours. They must be able to read, write, speak, and understand English.

5.10.3. The contract manager and alternate shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract.

5.10.4. CONTRACTOR PERSONNEL.

The contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges, which contain the company name and employee name in English. The contractor personnel shall use protective clothing whenever they are performing tasks that could cause harm to the employees or damage to property.

5.10.5. The contractor shall not employ person for work on this contract if the individual has been identified to the contractor by the Government as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

5.10.6. The contractor shall not employ any person who is an employee of the Government if employing that person would create a financial conflict of interest.

Additionally, the contractor shall not employ any person who is a military member with SOFA status, a member of the civilian component with SOFA status, or a dependent of a military member of member of the civilian component, unless the person has complied with the approval or notification process required by USFJ INST 36-2001. The contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106.

5.10.7. The contractor is cautioned that off-duty active military personnel hired under this contract may be subject to Permanent Change of Station (PCS), change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the contractor’s ability to perform; however, their absence at any time shall not constitute an excuse for nonperformance under this contract.

5.11. GOVERNMENT OBSERVATIONS.

Government personnel, other than the CO and COR, may from time to time, with the CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract.