Performance Work Statement-April2021.pdf

PERFORMANCE WORK STATEMENT FOR

GROUNDS MAINTENANCE SERVICES

AT ZAN ARTCC

ANCHORAGE AK

Table of Contents

Section Number and Title

1.0 Description of Services

2.0 Service Summary

3.0 Government Furnished Property and Services

4.0 General Information

5.0 Appendix

A. Area Maps and/or Site Plans

B. Defintions

1.0 Description of Services. The contractor must provide all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at ZAN ARTCC in a manner that will promote healthy grass, trees, shrubs and surrounding areas and maintain a clean, neat and professional appearance in accordance with this PWS. The contractor must accomplish all grounds maintenance tasks identified in this PWS. A map of the grounds and pictures are provided in Appendix A, Area Maps and Site Plans. The total area requiring mowing services is 385,166 sf (approximately 8.8 acres), plus parking lots, roads and around buildings that require grounds maintenance. All work performed by the contractor will be performed in accordance with all federal, state or local laws, regulations, standards, instructions, and commercial practices. It is preferred that the contractor use, whenever possible, products and services that are energy-efficient, water-efficient, bio based, non-ozone depleting, contain recycled-content, and non-toxic or less-toxic alternatives including but not limited to, diversion of debris from landfills, including composting; alternative fuels use and fuel efficient vehicles and equipment, reduced greenhouse gas emissions, and integrated pest management.

1.1. Care of Turf Areas. Grass, weeds and vegetation shall be mowed to a uniform height between 2 and 3 inches when grass reaches 4 to 5 inches in height. Grass cutting is to be accomplished free of scalping, rutting, bruising, and uneven or rough cutting. Cutting equipment must have sharp cutting edges which produce a neat, clean even cut. Grass clippings shall be removed or mulched uniformly and distributed over the mowed area and not deposited in piles or clumps visible after mowing. All tree limbs, pine cones, litter and other debris shall be picked up and disposed of prior to each mowing.

Ditches shall be free of shrubs, trees, silt and trash in order to keep water free flowing. Contractor shall dispose of collected material off site on the day it is collected at a landfill or disposal site established and operated in accordance with the applicable federal, state and local laws and regulations. Areas in the lawn or grounds that are currently damaged, with divots or tracks in them or areas that are now overtaken with dandelion and broadleaf or other weeds will be treated to kill the weeds in accordance with all federal, state and local laws, regulations and rules will be repaired and reseeded. New soil or soil treatment may be required in affected areas and these areas will require particular attention, fertilizer and water in order to have them survive and thrive. This is considered a long term project and contractor shall develop a plan to accomplish this. Future grounds changes/damage would be addressed on a case by case basis. All damage by the contractor to the Federal Aviation Administration (FAA) or Government property (to include personal property of base tenants and employees) due to performance of mowing or repatriation operations shall be repaired or replaced by the contractor at no additional cost to the FAA or Government within 15 days after identification/notification.

1.2. Trim. Grass, weeds and vegetation must be trimmed between 2 to 4 inches, around trees, shrubs, buildings, fences, poles, posts, parking lot islands, fire hydrants, parking lot bumper blocks, boulders, and other fixed obstacles on improved grounds. Trimming height shall match surrounding area grass heights. All areas shall be trimmed concurrent with mowing. Litter, trash or other debris shall be picked up and disposed of properly during trimming operations. Damage to trees and shrubs from trimming shall be repaired by the contractor at no additional cost to the FAA or Government. If a plant should die or become unhealthy due to damage, the contractor will be responsible for replacing the damaged plant with a plant of same size and type. Plant replacement shall occur within 15 days after identification and/or notification.

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

1.4. Fertilization. The contractor must have a pH adjustment and fertilizer application program for all improved turf. The type and amount of fertilizer or amendments applied should be based on the needs of the individual types (warm season grasses, cool season grasses) of turf to maintain optimal root growth. Those turf areas that are now overtaken with dandelion and broadleaf or other weeds must be treated to kill the weeds, as permitted, and reseeded with grass seed. New soil may be required in the affected areas. These areas will require particular attention, fertilizer and water in order to have them survive and thrive.

1.5. Hydration of Turf Areas. All turf areas will require watering, including those that grow out to the fence line. The amount of watering required for the property is impossible to estimate, as moisture is contingent upon the weather. Where on-site fixtures are accessible and reasonably close to the areas, watering can be done with hoses and sprinklers. As needed contractor will supply watering trucks to reach the areas deemed too far away from piped water. Lawn should be watered to maintain the correct moisture content, defined as suitable for healthy growth and appearance. Apply water only as fast as the soil will absorb it and not overwater which will cause leaching of lime and fertilizer from grass. Care must be exercised by regulating time and equipment to avoid run-off, ponding and wasting of water. Sprinklers must be set to avoid throwing water into doorway, windows, and parked cars and must not impede vehicular or pedestrian traffic. Hoses, sprinklers and portable irrigation equipment must be removed from lawn areas at the end of each work day or when not in use. The contractor must abide by all federal, state or local water regulations in force during this contract.

1.6. Prune Shrubs/Hedges. Prune shrubs in improved grounds to maintain their natural growth characteristics, existing shape, and health of the plant to promote safety and security. Maintain the existing shape and form of the shrubs by removing new growth. Prune hedges to maintain their natural mature height. Prune shrubs to maintain a minimum of 3 inches from buildings and other obstructions.

1.7. Prune Trees. Trees must be pruned according to their natural growth habit to evenly form and balance the tree, to promote proper health and growth, to respond to damage inflicted by natural or human causes, and to prevent interference with pedestrian and vehicular traffic. All clippings and debris must be removed and disposed of the same working day. Trimming of trees will be done in accordance with OSHA safety standards set forth by federal, state, local laws and FAA regulations and require proper personal protection equipment (PPE).

1.7.1. Tree Pruning Standards. Reserved

1.7.2. Trees. Reserved

1.7.3. Tree Care. Reserved.

1.7.4. Tree Standards. Reserved

1.7.5. Emergency Spot Pruning/Trimming. Reserved

1.7.6. Tree and Stump Removal. Reserved

1.7.7. Emergency Tree and Stump Removal. Reserved

1.8. Control Vegetation in Sidewalks, around Buildings and Parking Areas. Grass, weeds and vegetation growing in parking lots, parking lot islands, sidewalks, cracks between curbing, curbing or sidewalk expansion joints or in gravel areas along the sides and backs of buildings and other places that there are sapling trees or weeds that seem out of place or cause an unsightly or untidy look shall be removed using mechanical, chemical, or physical methods that do not degrade the quality of these surfaces and disposed of. These areas should be treated to discourage regrowth in accordance with all applicable state, local and federal laws, rules and regulations. Repatriation of these areas will depend on what the intended use of them are.

1.9. Herbicide Application Procedures/Weed control Improved Turf. Contractor personnel handling and applying herbicides shall have received training in the following areas and be certified by the state.

a. Selection, application, and evaluation of appropriate control procedures.

b. Safe and effective application techniques, and the calibration and use of all equipment required.

c. Handling, storage, and transfer of pesticide materials as required.

d. Reading, interpreting, and following herbicide label instructions.

e. Use and maintenance of all required safety equipment and PPE.

f. The consequences of preparing an herbicide to be given or sold to an individual other than an authorized employee of the contractor or regulatory official.

g. Procedure for handling herbicide spills, including reporting procedures.

h. The security of vehicles and equipment.

1.9.1. The contractor must perform treatment of pest weeds (broadleaf weed control) in accordance with federal and state regulations. If herbicides or pesticides are to be used, the contractor must be licensed by the applicable state agency to provide pesticide application in the categories specified in this contract. All work must be under the superintendence of a certified, responsible individual, and in accordance with federal, state, local laws and requirements. The contractor must submit Material Safety Data Sheets (MSDS) meeting the requirements for all hazardous chemicals to be used

1.9.2. The contractor must submit a weed control plan to the Contracting Officer for approval, prior to any herbicide application being allowed. The plan must be updated before any new herbicide is used. The weed control plan must detail:

1. The type of herbicide(s) to be applied; with the name & EPA number & application rate (amount per acre)

2. Timing of application(s)

3. The type of application equipment

1.9.3. The contractor must furnish the COR with labels and Material Safety Data Sheets

(MSDS) for all herbicides to be approved prior to use. Herbicides will be applied in accordance with label directions, including required PPE, application rates, and use restrictions. The contractor shall submit a report to the COR the following regular workday after application listing the target pest, temperature, wind speed, direction, the type and amount of chemical used per location and pesticide applicator(s).

1.9.4. Storage and mixing of herbicides by the contractor is not allowed on site. Contractor must have a spill kit on each vehicle capable of containing 110% of the greatest container volume.

All wastes will be the responsibility of the contractor and will be disposed of offsite in accordance with all federal and state regulations pertaining to hazardous chemicals, wastes, and herbicides/pesticides. In no manner will the FAA or Government be responsible for off-base disposal.

1.10. Remove Debris/Police Improved Grounds and Site Fence Lines. The contractor must pick up and dispose of litter (natural and manmade), trash or other debris from roads, streets and parking lots weekly or as directed during growing season and dispose of it offsite on the day it is collected.

1.11. Contractor Provided Equipment and Supplies.

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

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

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

1.11.4. Miscellaneous Requirements.

Practice water conservation.

Report fire hazards, conditions, and items in need of repair to the COR.

Turn in lost and found articles to the COR.

The contractor must notify the COR of any condition, including adverse weather or special requests from personnel that may interrupt or delay performance under this PWS. Once the condition is resolved the contractor shall resume interrupted work as soon as practical. When this period exceeds 24 hours the COR and CO must approve the delay. The contractor shall provide the COR a phone number(s) that is always available to be answered and able to receive text messages. Should the contractor receive notice of approaching adverse weather conditions (via phone call, text, email, or verbal instruction) based on COR notification, the contractor shall heed all weather warnings and take immediate action to comply with safety actions required for each weather hazard. Following notification that adverse weather conditions have cleared, the contractor shall resume work as soon as practical.

2.0 Service Summary (SS). The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of the FAA or Government surveillance and confirmation of services provided.

During the first initial 30 days of the contract, two additional errors on each task shall be allowed in an effort to identify normal phase-in problems.

Performance Objective PWS Para Performance Threshold

Remedy Method of Assessment

Maintain Improved Grounds

a. Mow

b. Trim

c. Edge

d. Fertilization

e. Hydration

f. Prune Shrubs

g. Prune Trees

1.1 thru 1.7 inclusive

No more than 5 valid defects per month

Re-performance within 24 hours of notification

Periodic Surveillance

Control Vegetation in Pavements, Sidewalks, and Parking Areas

1.8 No more than 3

valid defects per month

Re-performance within 24 hours of notification

Periodic Surveillance

Herbicide Application 1.9 No more than 3 valid defects per month

Re-performance within 12 hours of notification

Periodic Surveillance

Remove Debris/Police Improved Grounds, and Site Fence Lines.

1.10 No more than 3

valid defects per month

Re-performance within 24 hours of notification

Periodic Surveillance

Contractor provided Equipment and supplies

1.11 No more than 3

valid defects per month

Re-performance within 24 hours of notification

Periodic Surveillance

2.1. Quality Control. The contractor must develop and maintain a quality control program to ensure grounds maintenance services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur The plan shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for correcting deficiencies as required

2.2. Quality Assurance. The FAA or Government must inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract.

The COR must inspect by watching actual task performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS.

2.3. Surveillance Methods. Periodic Surveillances. This method requires the COR to employ a

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

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

2.3.2. Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any one month period shall result in a warning or letter of concern from the CO.

2.3.3. Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two or more consecutive or non-consecutive months during a contract period shall constitute an immediate Progress Meeting with the Team

2.4. Periodic Progress Meetings. The CO, Facility Manager, COR or other FAA or Government personnel as appropriate, and the contractor, will meet as needed but not less than annually to discuss the contractor’s performance. The following issues will be discussed: opportunities to improve the contract, any modifications required of the contract, unsatisfactory inspections and trends against each performance objective observed, positive performance, and steps taken by the contractor to prevent unsatisfactory occurrences in the future. The contractor will provide a summation of unsatisfactory inspections and customer complaints and provide insight into any identified trends.

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1. The FAA or Government will not provide office space operational facilities, or lay down areas to the contractor. The Contractor must secure and maintain the necessary office space, facilities, and equipment storage areas required for the performance of this contract at his/her own expense.

3.2. The FAA or Government will not provide tools or equipment to the contractor. The contractor must furnish all tools and equipment required for the performance of this contract.

3.3. Government Furnished Utilities. The FAA or Government will furnish the following utility services at existing outlets for use in those facilities provided by the Government and as may be required for the work to be performed under the contract. Spigots with piped water, and sewage service at no cost to the contractor. Information concerning the location of existing outlets may be obtained from the COR. The contractor must provide and maintain, at his/her expense, the necessary service lines from existing FAA or Government outlets to the site of work.

4.0 Requirements

The contractor must provide the CO with completed FAA Security/Background Check, SF-85P, documents and fingerprints of any employee who will be working on FAA facilities. This documentation is to be submitted within five (5) working days of contract award to the Contracting Officer. The contractor will provide employee updates as necessary to ensure that the CO and COR has current information at all times. At a minimum, the on-site contractor supervisor and an alternate must obtain, at contractor expense, a FAA issued PIV card so as to supervise their personnel unescorted by the FAA. It is expected that contract personnel will not require access to the buildings on site at ZAN.

4.1. Service will be required from May 1- Sept 30 yearly for this contract. ZAN ARTCC hours are 6AM-6pm Monday thru Friday and contractor is responsible for conducting business during these hours, as much as possible. The site has a 24 hour operation and access is gained through the guardhouse entrance. If necessary the contractor may work on Saturday, Sunday, holidays or outside regular hours with approval from the COR and at no additional cost to the government.

4.2. The contractor will provide an onsite contractor representative who shall be physically present during normal duty hours to conduct overall management coordination and furnish liaison with FAA.

The contractor representative will be the POC with the FAA COR and shall have authority to act or make decisions for the contractor on all matters pertaining to the contract.

4.3. The contractor must 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, but not limited to, planning, scheduling, report preparation, and quality control. The contractor must provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices

4.4. The contractor must 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 must plan and schedule work to assure labor, equipment, and material are available to complete work requirements within the specified time limits and in conformance with the quality standards established herein. Verbal scheduling and status reports must be provided when requested by the Government Representative.

4.5. The CO may require the contactor to remove from the job site any employee working under this contract for reasons of misconduct, security, or found to be or suspected to be under the influence of alcohol, drugs or other incapacitating agent. Contractor employee shall be subject to dismissal from the premises upon determination by the contracting officer that such action is in the best interest of the FAA or Government. Such removal from the job site shall not relieve the contractor of the requirement to provide sufficient personnel to perform the services as required by the PWS.

A. Area Maps and/or Site Plans

B. Definitions As used throughout this document, the following terms must have the meaning set forth below.

a. Where "as shown", "as indicated", "as detailed", or words of similar import are used, it must be understood that reference is made to this specification and the drawings accompanying this specification unless stated otherwise.

b. Where "as directed", "as required", "as permitted", "approval", "acceptance", or words of similar import are used, it must be understood that direction, requirement, permission, approval, or acceptance of the CO or the COR is intended unless stated otherwise.

c. Contractor. The term contractor as used herein refers to both the prime contractor and any subcontractors. The prime contractor must ensure that his/her subcontractors comply with the provisions of this contract.

d. CO refers to FAA Contracting Officer, COR refers to the Contracting Officers Representative and Facility Manager refers to the FAA Facility Manager for the site.

e. On-site contractor representative. A foreman, superintendent, or manager assigned.

f. Debris. Debris includes, but is not limited to, paper, cans, bottles, limbs, pine straw and pine cones, leaves, rocks, and other similar items.

g. Environmental Protection Agency (EPA). The federal agency delegated with authority to enforce the federal laws which are concerned with pollution of the environment.

h. Edge refers to the act of trimming vegetation away concrete or asphalt borders.

i. Fertilization. Fertilization is the process of applying nutrient elements to the soil where the soil has become deficient in nutrients essential for proper plant growth.

j. Grass Cutting. Grass cutting must include cutting and trimming, within the designated area, all grasses, weeds, and other vegetation which is one inch or less in diameter (at ground level).

k. Hydration refers to the practice of applying water to turf or grass areas.

l. Pruning. Pruning is selectively removing unwanted growth to make a plant or tree grow or respond in a desired manner. Pruning differs from "shearing". Pruning involves selection and judgment. "Shearing" means clipping all growth on a plant at a uniform distance and shape.

m. Quality Control (QC). A method used by the contractor to control quality of goods and/or services provided.

n. Trim refers to put into a neat or orderly condition by clipping, paring, pruning, etc.: to trim a hedge.