PWS Irrigation manangement Willamette National Cemetery.pdf

PERFORMANCE WORK STATEMENT

IRRIGATION SYSTEM MANAGEMENT CONTRACT

WILLAMETTE NATIONAL CEMETERY

Part 1 General Information

1. GENERAL: This is a non-personnel services contract to provide irrigation management services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform irrigation management services as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract

1.2 Background: Willamette National Cemetery is located about 10 miles southeast of Portland, Oregon, straddling the Multnomah and Clackamas County lines. As the result of lobbying efforts by several veterans' organizations, Congress passed Public Law 388 authorizing the Secretary of War to establish a national cemetery in the Portland vicinity in 1941. Although President Franklin D. Roosevelt signed the bill into law, he felt that funds for the purchase of land should be limited to defense needs. As a result, no appropriation was made to build the cemetery.

At the conclusion of World War II, regional authorities again began urging the development of a national cemetery in Oregon. In 1949, the state donated approximately 102 acres and subsequent donations in 1952 brought the total land area to a little over 201 acres. Construction work started in 1950, and the area was officially designated Willamette National Cemetery on December 14, 1950. The first burial occurred in 1951.

An additional 68 acres were dedicated in 1997 and include additional burial sections and columbaria. The latest addition to the cemetery was the 2011 purchase of 38 adjacent acres that are held for future development.

1.3 Objectives: Ensure efficient, sustainable, and uninterrupted operation of the irrigation system to support landscape health and water conservation efforts. This includes routine inspections, preventative maintenance, timely repairs, and system optimization to minimize water waste and maintain compliance with all applicable environmental and operational standards.

1.4 Scope: Irrigation System Management Services. The contractor shall furnish all necessary transportation, equipment, data management support and labor to provide irrigation management services for the entirety of the Maxicom-based irrigation system at Willamette National Cemetery.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how he assures himself that his work complies with the requirement of the contract.

QCP will be delivered to the CO and COR within 30 days after contract award. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: Contractor is expected to provide monitoring services 24 hours, 7 days a week for each day of the year specified in the period of performance.

New Year’s Day Independence Day Martin Luther King Jr.’s Birthday Labor Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business outside of monitoring services, between the hours of 8:00AM – 4:30PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Willamette National Cemetery at 11800 SE Mt. Scott Blvd, Portland, Oregon

1.6.6 Type of Contract: The government will award a definitive firm fixed price contract.

1.6.7. PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.6.8 Special Qualifications:

Certified Irrigation Technician (CIT) or Specialist: Certification through the Irrigation Association (IA) or equivalent. Demonstrates technical proficiency in system installation, maintenance, and troubleshooting.

Experience with Centralized Irrigation Systems (Maxicom): Minimum 2 years managing and programming centralized or computer-based irrigation systems. Experience with Maxicom or similar should be verifiable.

Software and Networking Proficiency: Ability to operate and troubleshoot system communication issues.

Familiarity with server-based software and irrigation scheduling algorithms.

Water Management Expertise: Experience with evapotranspiration (ET) – based scheduling, water budgeting and drought restrictions. Ability to interpret flow data and adjust programming to minimize waste.

Contractors performing irrigation work must be licensed by the Oregon Landscape Contractors Board

Backflow Prevention Certification: Certified by the Portland Water Bureau to test and maintain backflow devices.

OSHA 1-/30 Certification

GIS/CAD Reading Skills: Ability to interpret technical drawings and zone maps for diagnostics and planning

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially about changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: The contractor shall provide a contract manager who shall be responsible for the performance of the work.

The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00AM to 4:30PM, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative CFR Code of Federal Regulations COR Contracting Officer Representative COTR Contracting Officer's Technical Representative FAR Federal Acquisition Regulation CO Contracting Officer POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program

QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services (If applicable): The Government will provide irrigation support personnel to handle irrigation system repairs as needed. No other facilities, utilities, equipment or materials will be provided.

PART 4

SPECIFIC TASKS

4. Specific Tasks:

4.1. Basic Services. The contractor shall provide services for irrigation system management.

4.2. Irrigation System Management Monitoring

4.2.1 Maintain a database of the irrigation system including flow rates, precipitation rates and plant types.

4.2.2 Maintain AutoCAD maps identifying the location of each irrigation zone. Copies are to be made available for the Cemetery and any contracted landscape maintenance vendors as requested.

4.2.3 Monitor flow readings from each working flow sensor.

4.2.4 Monitor valve activity during normal irrigation season.

4.2.5 Maintain site-specific irrigation programs for operation.

4.2.6. Maintain and adjust each valve’s activity to coincide with plant material needs.

4.2.7 Remotely access the Cemetery’s Rain Bird weather station for information to adjust for real-time evapo-transpiration.

4.2.8 Perform on-site inspections of irrigation zones during the normal irrigation season on a schedule to be mutually acceptable between the contractor and Cemetery. Vendor agrees that a minimum on-site physical presence of two hours per cemetery business day (Monday through Friday) may be required during the months of June, July, August and September at the discretion of cemetery COR. Provide on site inspection report to COR.

4.2.9 Coordination with the Cemetery for special events.

4.2.10 Maintain a Global Support Plan with RainBird.

4.2.11 Provide CCU computer chip replacements when upgrades become available.

4.2.12 Coordinate with pump maintenance personnel as needed.

4.2.13 Any vendor repairs of system components will be arranged and funded outside of this contract.

4.2.14 Report changes made to Irrigation schedule and reasoning for changes in a monthly report during irrigation season. Include in report any potential water savings WNC receives.

4.2.15 Notification within 2 hours of any malfunctions detected. Notify WNC COR of any malfunctions not repaired within twenty-four (24) hours

4.2.16 Preventative maintenance schedule for Maxicom System

4.2.16.1 System Startup Inspection – Annually (spring) -Check communication lines, flow sensors, decoders, and valve function before activating zones.

4.2.16.2 Controller Firmware/Software Updates-Annually or as released-Ensure compatibility and improved performance; verify with manufacture.

4.2.16.3 Communication Line Testing-Quarterly-Check for faults or breaks in hardwired/two-wire or wireless systems.

4.2.16.4 Flow Sensor Calibration-Annually-Ensure accurate water usage tracking and leak detection

4.2.16.5 Battery Backup Check (if applicable)- Biannually- Replace if voltage is low or near end of service life

4.2.16.6 Zone Valve and Head Inspection – Monthly during irrigation season – Look for leaks, clogs, or misalignment; ensure proper pressure.

4.2.16.7 Software Data Backup – Monthly – Backup programs, schedules, and logs in case of system failure.

4.3 Irrigation system Optimization- Contractor shall perform a comprehensive system optimization assessment annually to ensure efficient water use and optimal coverage across all irrigation zones. This includes evaluating controller programming, sensor integration (rain, soil moisture, flow), valve performance, and head spacing/coverage. The contractor shall adjust controller schedules for seasonal evapotranspiration (ET) rates, identify areas of over or under-watering, and recommend system upgrades or repairs where inefficiencies are found.

PART 5

ATTACHMENT/TECHNICAL EXHIBIT LISTING

5. Attachment/Technical Exhibit List:

5.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

5.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

5.3 Attachment 3/Technical Exhibit 3 – Estimated Workload Data

5.3 Attachment 4/Technical Exhibit 4 – Irrigation Zone Map

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Task Performance Standard

Acceptable Quality Level (AQL)

Method of Surveillance

System Inspection

PWS 4.2.8

Conduct full inspections of all irrigation zones monthly during operational months

100% of zones inspected each month

Review of inspection reports; spot checks

Preventative Maintenance

PWS 4.2.16

Perform seasonal start-up and winterization

100% of systems properly prepared before season change

Scheduled review and verification per manufacturer and local climate guidelines

Repair Response Time

PWS 4.2.15

Detection and notification of critical irrigation failures (e.g., main line breaks) within 2 hours

95% of critical issues alerted within 2 hours

Incident reports

Water Efficiency

PWS 4.2.14

Maintain system efficiency to prevent overwatering and runoff, using smart controller settings or manual adjustments

No more than 1 documented instance of overwatering per month

Visual observation;

water use analysis

System Optimization

PWS 4.3

Evaluate system coverage and performance annually and make recommendations for improvement

Annual Report submitted with actionable recommendations

Review of annual evaluation report

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

Deliverable Frequency Medium/Format Submit To Quality Control Plan

PWS 1.6.1

30 days after contract award

Electronic COR

AutoCAD maps

PWS 4.2.2

Upon request from cemetery

Electronic COR

Flow Readings

PWS 4.2.3

Each time sensor is read

Electronic COR

On site Inspection Reports

PWS 4.2.8

By the 5th of June, July, August, September

Electronic COR

System Optimization

PWS 4.3

Annually Electronic COR

TECHNICAL EXHIBIT 3

ESTIMATED WORKLOAD DATA

Component Quantity/Scope Estimated Labor Time

Frequency Notes

Irrigation Zones 596 Zones 2-3 hours per 10 zones

Annually Includes inspection pressure check, uniformity review

Controller Programming Review

34 Controllers 1 hour per controller

Annually + seasonal check

Includes ET adjustment zone scheduling

System Optimization Report

1 report 4-6 hours Annually Includes findings, photos, recommendations

Implementation of Adjustments

As needed 5-10 hours Annually or as approved

Based on findings, includes nozzle changes, schedule updates, etc.

TECHNICAL EXHIBIT 4

IRRIGATION ZONE MAP