PWS_PCS-Office and WC Grounds Maintenance.pdf

US Department of Agriculture (USDA)

Performance Work Statement FY24 Office and Work Center Grounds Maintenance w/ Grounds Policing

Ouachita National Forest, Poteau-Cold Springs Ranger District

Contents Project Title

General Information

1.0 Background and Purpose

2.0 Definitions

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Deliverable / Schedule

5.0 Government Furnished

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 - Electronic and Information Technology Standards

11.0 Performance Quality Review

Attachments

Exhibit 1: Designated Mowing Area Map………………………………………………………………………………………………………………14 Exhibit 2:Grounds Maintenance Schedule ………………………………………………………………………………………………

Exhibit 3: Schedule of Items/Price Schedule…………………………………………………………………………………………………………17

Project Title FY24 Poteau Office & Work Center Grounds Maintenance w/ Grounds Policing

General Information

1.0 Background and Purpose

1.1 Contract: This is a non-personal services contract to provide grounds maintenance with grounds policing services at the following recreation site on the Ouachita National Forest, within the Poteau- Cold Springs (PCS) Ranger District:

Admin Site Nearest City County Poteau

Office and Work Center Waldron, Arkansas Scott County

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 Type of Contract: The government will award an Indefinite Delivery Indefinite Quantity (IDIQ).

Contractor is required to provide all management, labor, transportation, supplies, materials and equipment to perform grounds maintenance with grounds policing for trash at the Poteau Office and Work Center in Waldron, Arkansas.

1.2 Description of Services: The contractor shall perform grounds maintenance services with grounds policing as defined in this Performance Work Statement. The operations to be performed must include mowing grass, edging around sidewalks, roads, and amenities, collection and disposal of litter and trash before mowing, vegetation and leaf removal, under brushing, and other miscellaneous services described herein. The contractor shall perform to the standards in this contract.

1.3 Scope: The Contractor shall provide services for grounds maintenance with grounds policing for the designated areas as per the specifications, drawings, exhibits, and schedules at the Poteau Office and Work Center on the PCS Ranger District.

1.4 Period of Performance: The base period for this contract will be from date of award through November 30th, 2024. Note: This solicitation contains an option clause to extend the awarded contract for up to four (4) additional, one-year periods. The one-year option periods are as follows:

Option Year 1: April 1, 2025 through November 30, 2025 Option Year 2: April 1, 2026 through November 30, 2026 Option Year 3: April 1, 2027 through November 30, 2027 Option Year 4: April 1, 2028 through November 30, 2028

1.5 Government Key Personnel: The following persons are considered key personnel by the government:

-Contracting Officer, to be assigned -Veronica Greene (COR), Recreation Technician, PCS Ranger District -Shirley Schaeffer (Technical Monitor/IPP Approver), Support Services Specialist, PCS Ranger District -Macy Walston, Acting Zoned Recreation Manager, PCS Ranger District

2.0 Definitions

CONTRACTOR 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.

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.

CONTRACTING OFFICER (CO)- A person with authority to enter into, 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.

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 if 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.

DEBRIS- Rocks, street sweepings, grass clippings and trimmings, tree trimmings and sticks longer than 18 inches or 1 inch or greater in diameter. It shall also include dead animals and animal waste (regardless of size).

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

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

EDGING- Trim around all site amenities, signs, fences, sidewalks, driveways, street edges, curbs, cracks within paved areas, and other paved areas.

GARBAGE/TRASH- Animal waste, by products of handling, preparation, cooking and consumption of food, paper, plastic, rubber, or any other material that is not a natural directive of the area.

INVOICE PROCESSING PLATFORM (IPP)- Accounting system utilized by the U.S. Department of Agriculture, U.S. Forest Service where contractors submit invoices for payment processing.

INTEGRATED ACQUISITION SYSTEM (IAS)- Acquisition system utilized by the U.S. Department of Agriculture, U.S. Forest Service in budget planning and implementation.

2.0 Definitions Continued

INVOICE PROCESSING PLATFORM (IPP)- The Invoice Processing Platform (IPP), is a secure, Web-based service that manages government invoicing from purchase order (PO) through payment notification, at no charge to federal agencies and their vendors.

LAWN MOWER- A gas powered machine (push or riding) with wheels and slides used for cutting grass.

MOWING- Mowing is defined as the cutting of grass, weeds, vines, or other vegetation, to a specific height, with reel and rotary lawn mowers or gang mowers.

MOWING CYCLE- A mowing cycle is defined as the performance of all mowing and trimming within all of the specified recreation area.

OCCUPIED CAMPSITE- A campsite having camping equipment placed upon it.

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

PERSONAL PROTECTION EQUIPMENT (PPE)- Equipment worn by personnel to safeguard their personal health while operating under this contract. Items include but are not limited to the following: leather gloves, eye protection, ear protection, long sleeve shirt, closed-toe shoes/boots, long pants, etc.

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

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)- An organized written document specifying the surveillance methodology to be used by the government for surveillance of contractor performance.

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

QUALITY CONTROL PLAN- An organized written document prepared by the contractor specifying how he intends to achieve quality control.

RAKING- Using a leaf rake or leaf blower to remove leaves, pine straws, pinecones, and other vegetative debris from the raked area.

STRING TRIMMER- A gas powered machine for cutting grass and weeds with a rapidly spinning length of monofilament cord.

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

TRASH CONTAINER- A container (such as a bag) used to hold garbage/trash attained during grounds maintenance.

2.0 Definitions Continued

TRIMMING- To remove by or as if by cutting. Freelance debris resulting from the use of a lawn mower or string trimmer.

UNDER BRUSHING- All brush, weeds and small trees (three inches and below in diameter at ground level) must be cut back to within one inch of ground level.

WORK DAY- The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK- Monday through Friday, unless specified otherwise.

Contractor Requirements

3.0 Technical Requirements / Tasks

3.1 General: The contractor shall furnish all management, labor, transportation, supplies, materials and equipment to perform grounds maintenance with grounds policing for trash. To ensure continuity of essential services, the successful bidder must be prepared to fully commence work on the start date of this contract and should not assume that Government or previous Contractor employees will be available to guide, direct, or specifically orientate each Contractor employee.

3.2 Equipment: The contractor shall furnish all equipment needed to perform work under this specification. Equipment includes but is not limited to a lawn mower, string trimmer, leaf blower, leaf rake, broom, and litter trash bags. Equipment will be in good operating and mechanical condition and shall comply with all safety requirements and owner manual instructions. A mulching mower shall not be used. Mowing equipment shall be equipped and operated with seat belts. Mowers shall be equipped with slides and wheels. String trimmers shall be equipped with manufacturer guards and shields. Mowers shall not weigh more than 2,500 lbs. and not be more than 60” cutting width when used within 6 feet of grounds utilities, site amenities, and buildings located in the designated service area. Buildings and structures in this area have utilities and amenities that are close together and have sloping sides. The designated area will contain buildings, structures of various sizes, utility ports, septic laterals, picnic tables, benches, landscaping structures, various equipment, roads with operating vehicles, parked vehicles, trash receptacles, paved roads, sidewalks, manholes, trees, shrubs, fences, poles, hydrants, and other site amenities.

3.2 Materials: The contractor shall furnish all materials needed to perform work under this contract.

Materials include but are not limited to gas, string trimmer cord, and a litter trash bags.

3.3 Safety: All contract employees must wear proper personal protection equipment (PPE) while performing work tasks. All safety devices provided by equipment manufacturer shall function as designed. Operators will always wear seat belt while operating lawn mower.

3.4 Specific Tasks: The contractor shall provide services for grounds maintenance, to include removing debris, garbage and trash scattered on the ground in the designated mowing area prior to beginning mowing activities, mowing and trimming of the designated areas at Poteau Office and Work Center totaling approximately 3.6 acres (See Exhibit 1 and 2). Specific tasks and requirements are listed below.

3.4.1. All areas at the Poteau Office and Work Center shall be maintained weekly during the months of April, May, June, July, August, and biweekly for the months of September, October, and November.

3.4.2. All areas shall be maintained within one day of each other. Trimming operations must be considered a part of grass cutting and must be accomplished concurrently (same day) with grass cutting operations. Grass clippings and trimmings, as well as leaf litter, must be removed from sidewalks and other paved areas the same day grass is cut.

3.4.3. Prior to mowing and trimming of all designated mowing areas, the contractor shall remove rocks, debris, and trash that is likely to damage equipment or be thrown by the mowing equipment.

Debris and trash will be removed prior to mowing to avoid scattering cut-up trash and debris pieces among area. Trash shall be placed in a litter trash bag provided by contractor.

3.0 Technical Requirements / Tasks Continued

3.4 Specific Tasks continued:

3.4.4. Mowing and trimming in the designated mowing area must be conducted in such a manner as to provide uniform grass height. Tasks will be performed in sequential order unless directed by

COR.

3.4.5. Grass and weeds shall be mowed to a height of not more than 3 inches or less than 1-1.5 inches within designated mowing areas.

3.4.6. Grass clippings must not be windrowed or allowed to be deposited in piles or clumps.

Grass clippings must be uniformly distributed over the mowed area.

3.4.7. All trimming/edging of the area shall be performed in conjunction with the mowing of the designated area. Trimming with specialized devices shall be performed in the area where conventional mowing would risk damage to either the object or a conventional mowing device or risk the safety of the operator or anyone else in the area. Consequently, special care shall be taken not to damage area trees, shrubs, wooden posts, or any public or private property. All poisonous plants shall be cut flush with the ground and removed from trees. Additional caution will be adhered to when mowing around vehicles in the area as to avoid damaging property.

3.4.8. All edging must be by mechanical means. Edging must create a ½ inch wide and 1 inch deep clear zone immediately adjacent to the paved surface. The edging operation must include removal of grass and other vegetation which has encroached onto street and other paved surface rom adjoining grassed areas. The edging operation must produce neat, clean lines along the sides of sidewalks and all other edges mowed, and must be accomplished free of scalping, rutting, bruising, uneven, and rough cutting.

3.4.9. Mow and trim around all site amenities, including the following: signs, fences, posts, sidewalks, campsites, septic intakes, etc.. Mow around all approach and designation signs associated with the PCS office and work center.

3.4.10. Mow along each side of the main road approaching the designated mowing areas, as indicated on the designated area mowing map.

3.4.11. After mowing is accomplished in the facility area, the contractor shall remove vegetation and trimming debris from parking lots, walkways, sidewalks, and paved areas around building structures. DO NOT BLOW DEBRIS UNDER DOORS INTO FACILITIES. Vegetation debris as a result from mowing and weed trimming shall be removed from facilities (if applicable).

3.4.12. Large debris items, such as discarded tires, and dead animals are to be reported to the COR to arrange for removal.

3.4.13. Grassed areas, trees, or shrubs, which are killed or damaged as a result of the Contractor’s work must be repaired or replaced by the Contractor at no cost to the Government.

3.0 Technical Requirements / Tasks Continued

3.5 Operational Timeframe: The contractor is responsible for conducting business between the hours of 5:00 p.m. Friday through 5:00 pm Sunday, starting the date the contract is awarded continuing until November 30, 2024. All areas at the Poteau Office and Work Center shall be maintained weekly during the months of April, May, June, July, August, and biweekly for the months of September, October, and November. The Contractor shall not conduct business during federal holidays, when the government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons.

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.

3.5.1 Contractor will not perform work activities on the recognized holidays that occur during the grounds maintenance schedule of work. The holidays include Memorial Day, Juneteenth, Independence Day, Columbus Day, Veterans Day, and Labor Day.

3.5.2. The mowing schedule will alter from weekly to biweekly during times of drier weather.

3.6 Contractor Appearance/Identification: All contract personnel attending meetings, completing grounds maintenance, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves. Contractors shall avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing an appropriate badge containing the company name and employee name.

Contractor vehicles used for the performance of this contract will be readily identifiable and recognizable to the public. This can be accomplished by placing the name of the company or contractor’s name on the vehicle, front driver and passenger doors, or in the windshield of the vehicle, as to not block the view of the driver. Information will include the wording “CONTRACTOR” to ensure the visiting public recognizes the vehicle being used by the service contractor.

4.0 Deliverables / Schedule

4.1 Quality Control Program: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this Performance Work Statement (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 the means by which they assure themselves that their work complies with the requirement of the contract. The contractor will be required to submit a Quality Control (QC) Plan in writing 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 prior to their implementation.

4.2 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 (CO), 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.

4.3 Invoice Submission: Invoices shall be submitted once grounds maintenance services have been completed for the month. Invoice once per month, within 14-days after the end of each month through the Invoice Processing Platform (IPP). In addition, submit a copy via email to the IPP Approver, Shirley Schaeffer, at Shirley.Schaeffer@usda.gov.

4.4 Contract Manager: 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. Designation of manager and alternate shall be submitted before services begin.

mailto:Shirley.Schaeffer@usda.gov

5.0 Government Furnished

5.1 Services: Not Applicable

5.2 Facilities: Not Applicable

5.3 Utilities: Not Applicable

5.4 Equipment: Not Applicable

5.5 Materials: Not Applicable

6.0 Travel

6.1 Place of Performance: The work to be performed under this contract will be performed at the Poteau District Office located at 1541 State Hwy 248, Waldron, Arkansas, 72958 and the Poteau Work Center located at 850 Forest Center Rd, Waldron, Arkansas, 72958.

6.2 Travel Reimbursement: Contractor will be responsible for all expenses and transportation required for travel to and from the Poteau Office and Work Center.

7.0 Contractor’s Key Personnel

7.1 Contract Manager: 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 7:30 a.m. to 4:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

8.0 Security Requirements

8.1 Security: If applicable, the contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

8.2 Key Insurance: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

8.3 Lock Combinations: If applicable, the Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

9.0 Data Rights

Not Applicable

10.0 Section 508 - Electronic and Information Technology Standards Not Applicable

11.0 Performance Quality Review

11.1 Contracting Officer Representative (COR): The government will issue a COR to oversee the contract. The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. 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 with regard to 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.

The COR is authorized to perform the following functions:

1. Assure that the Contractor performs the technical requirements of the contract

2. Perform inspections necessary in connection with contract performance

3. Maintain written and oral communications with the contractor concerning technical aspects of the contract.

4. Issue written interpretations of technical requirements, including Government drawings, designs, specifications.

5. Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies.

6. Coordinate availability of government furnished property.

7. Provide site entry of Contractor personnel.

11.2 Performance Requirement Summary (PRS): 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.

11.3 Performance Requirement Measurement Table:

Performance Objective Standard Performance

Threshold Method of

Surveillance

PRS # 1.

The contractor shall provide all labor, supervision, transportation, equipment, materials, and supplies to perform grounds maintenance.

The contractor provides grounds maintenance services, which includes vegetation debris removal, trash debris removal, mowing, and trimming/edging of designated mowing areas at PCS Office and Work Center and meets standards outlined in this contract.

Zero Tolerance

Random Sampling by COR or technical monitor and/or customer complain received by COR

Attachments

Exhibit 1: Poteau Office Designated Mowing Area Map

Exhibit 2: Poteau Office Designated Mowing Area Map

Attachments Continued Exhibit 3: Grounds Maintenance Schedule

Grounds Maintenance w/ Grounds Policing Office and Work Center

Poteau-Cold Springs Ranger District Ouachita National Forest

CONTRACTOR_______________________________________________________________________________

Below information shows the number of mowings each month and numbers coordinate to equal 26 total mowings.

April

May

June

July

August

September

October

November

Attachments Continued Exhibit 4: Schedule of Items/Price Schedule

Poteau-Cold Springs Office and Work Center Grounds Maintenance w/ Grounds Policing

Period of Performance Base Year: Date of Award or 4/1/24 - 11/30/24 Item

Number Description Pay Unit Quantity Unit Price Total Price

0001 Grounds Maintenance w/ Grounds Policing Each 26 $ $

Period of Performance Base Year: Date of Award or 4/1/25 - 11/30/25 Item

Number Description Pay Unit Quantity Unit Price Total Price

1001 Grounds Maintenance w/ Grounds Policing Each 26 $ $

Period of Performance Base Year: Date of Award or 4/1/26 - 11/30/26 Item

Number Description Pay Unit Quantity Unit Price Total Price

2001 Grounds Maintenance w/ Grounds Policing Each 26 $ $

Period of Performance Base Year: Date of Award or 4/1/27 - 11/30/27 Item

Number Description Pay Unit Quantity Unit Price Total Price

3001 Grounds Maintenance w/ Grounds Policing Each 26 $ $

Period of Performance Base Year: Date of Award or 4/1/28 - 11/30/28 Item

Number Description Pay Unit Quantity Unit Price Total Price

4001 Grounds Maintenance w/ Grounds Policing Each 26 $ $