RBH Community Grounds Palm Tree Trimming_SOW.pdf

U.S. GUARD BASE SAN JUAN

SAN JUAN, PUERTO RICO

PERFORMANCE WORK STATEMENT FOR

RBH Community Grounds Palm Tree Trimming

AT

U.S. COAST GUARD

RIO BAYAMON HOUSING

BAYAMON, PUERTO RICO

AUGUST 2025

Reviewer Signature Date Facilities Manager

O. Mora, PE

Facilities Engineer

LCDR W. Birch

PERFORMANCE WORK STATEMENT (PWS)

TREE TRIMMING

1.0 General

1.1 Background

The United States Coast Guard (USCG) is procuring Grounds Maintenance Services as described within this Performance Work Statement (PWS) for trimming and pruning palm trees located in the common areas of Rio Bayamon Housing Complex (approx 218).

1.2 Scope

The Contractor shall provide the proper mix of personnel, management, supervision, materials, supplies, equipment, tools, transportation, and other items or services necessary to accomplish the services required by this PWS. The efforts to be accomplished under this contract are scalable in nature to include other tasks, services, or locations within scope, as required.

1.3 Objective

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

1.4 Coordination

Contact Public Works Officer, LTJG Camechie Baker (787-565-0302) regarding all questions pertaining to the service.

2.0 Applicable Documents

2.1 Compliance Documents

The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations and requirements; all industry standards/references (ANSI A300 Tree Care Standards); all Government and USCG Regulations, and attachments to this PWS; and all applicable instructions and directives identified herein pertaining to the services required and to the conduct and qualifications of personnel in performance of this contract. The most recently published publication will be used as a reference.

3.0 Services

The Contractor is responsible for performing all necessary tree trimming/pruning activities to meet the requirements listed in this PWS. These efforts include any direct tree care activities and any indirect activities necessary for the successful completion of this contract. The Contractor shall determine the appropriate mix of personnel to be utilized to accomplish the tasks listed in this PWS.

It is solely the Contractor’s responsibility to ensure the right mixes of personnel are hired. If the Contractor determines after contract award that additional personnel are required to accomplish the tasks set forth in this PWS, they can be added at no additional cost to the Government. If the Government requires changes to any of the firm-fixed price (FFP) requirements, the total fixed price amount will be negotiated up (for additional work) or down (for removal of tasks) and a bilateral modification will be issued.

3.1 Grounds Maintenance Services

3.1.1 General Tasks

The Contractor shall provide grounds maintenance services to include maintenance and care of trees and shrubbery, primarily 200 mature palm trees. The Contractor shall remove and dispose of refuse as required per the task frequency and work schedule in accordance with the PWS.

3.1.2 Recycling Requirements

The contractor shall comply with Federal, State, and Local vegetative recycling requirements. The Contractor shall make every effort to comply with this requirement. All fuel, transportation and disposal of recycling material shall be at the Contractor’s own expense. The Contractor shall meet all the regulatory requirement for recycling and solid waste disposal.

3.1.3 Clean-up and Disposal of Debris

All cuttings and debris incident to tree and shrubbery maintenance (trimming/pruning, etc.) shall be removed from Government property and disposed of in compliance with all Federal, State and Local laws and regulations at the Contractors expense, regularly and properly, with each service. Debris shall not accumulate in open spaces. The Contractor shall not use Government compactors, dumpsters or containers for disposal. Bagged debris cannot be stored on Coast Guard property overnight unless it is stored in the contractor-provided dumpster.

3.1.4 Specific Task Clarification

a. Pruning/ Trimming of Trees: Pruning shall consist of the removal of dead, dying, diseased, decaying, interfering, objectionable, obstructing, and weak branches, as well as selective thinning to lessen wind resistance. Trees, regardless of size, growing next to utility lines, fences, and structures, shall be pruned so as to maintain a clearance of three (3) feet from these items unless otherwise indicated.

4.0 Contractor Requirements

4.1 Management

The Contractor shall manage all tree maintenance services required herein. Included in this function will be a full range of management duties including planning, scheduling, and quality control.The Contractor shall provide an adequate staff of personnel with the necessary expertise to assure the performance of work in accordance with sound and efficient management practices.

4.2 Personnel Management

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with the appropriate combination of training and experience. The Contractor shall be responsible for the employment, training, guidance, and supervision of qualified personnel to accomplish the contract.

Contractor personnel found not to meet qualifications or performance standards shall be removed from performing under the contract. Contractor personnel are employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall select, supervise and exercise control and direction over its employees under this contract. The Contractor shall maintain records on all personnel hired. At a minimum, the Contractor shall maintain records that support the personnel hired met the minimum qualifications of the position at the time they were hired. These records shall be made available to the Contracting Officer or designee upon request.

4.2.1 The Government will not exercise supervision or control over the Contractor in the performance of services under this contract. The Contractor shall not supervise, direct, or control the activities of Government personnel or the employees of any other Contractor, except any subcontractor employed by the Contractor on this contract.

4.2.2 In performance of this contract, the Contractor’s management responsibilities include, but are not limited to the following:

• Ensure employees understand the work to be performed on orders to which they are assigned.

• Ensure employees know their management chain and exhibit professional conduct to perform in the best interest of the Government.

• Ensure employees adhere to applicable laws and regulations governing Contractor performance and relationships with the Government.

• Ensure high quality results are achieved through task performance.

4.3 Work Control

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

4.4 Contractor Personnel Qualifications

All services provided under this contract shall be supervised by Contractor or Sub-Contractor employees fully qualified in the relevant profession, trade or field. The Contractor shall hold any licenses required by law. The Contractor shall maintain records for all personnel hired under this contract. These records shall be made available to the Contracting Officer or designee upon request.

4.5 Employee Identification

All contractor employees shall carry a REAL ID Act complaint identification card. All individuals driving vehicles on government property shall posses a valid driver’s license.

4.6 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the U.S. or the DHS. The On-Site Supervisor shall ensure Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security. The Contractor shall prohibit his/her employees from disturbing papers on desks, opening drawers, closets or cabinets, or using the telephone or equipment unless specifically authorized by the COR.

4.7 Alcohol and Controlled Substances

Contract employees shall not possess, distribute, consume, or use any controlled substance or alcohol on the job site or while on Government property. Any Contractor or Contractor employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any Contractor or Contractor employee found to be in violation of this section may be permanently prohibited from USCG property.

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

4.7.1 Contractor personnel shall not smoke or consume food or beverages while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only. All tobacco and tobacco substitute products, including but not limited to cigarettes, cigars, pipes, any smokeless tobacco, e-cigarettes, and other vapor substitutes shall only be permitted in designated areas.

4.8 Use of Government Facilities

The Contractor will have access to certain Government owned facilities, equipment, materials and services for use only in connection with this contract. The use of Government owned property and services for other purposes is prohibited. Use of the USCG’s recreational facilities, gymnasium, galley, or any other facility on the base is specifically prohibited. All such facilities, equipment, materials and services will be provided in “as is” condition. The Contractor shall not modify or alter Government-owned property without written approval of the Contracting Officer. Any approved modification or alteration shall be at no cost to the Government. The Contractor shall restore the Government–owned property to the condition in which received, at no cost to the Government, except for reasonable wear and tear, at the completion of this contract performance or termination, except as otherwise approved by the Contracting Officer. The government will have the authority to use any of the Government-owned property for appropriate functions with 48- hour notice. The Government will provide reasonable amount of water and electricity at existing outlets for work to be performed under this contract at no cost to the Contractor.

4.8.1 Energy & Resource Conservation

Efforts shall be made to ensure conservation of energy and water resources when used by the contractor.

5.0 Personnel & Positions

Provide a list of all Contractor personnel required for access to Government Facilities to accomplish the work requirements.

6.0 Security

Contractor employees shall comply with all direction provided by Coast Guard security personnel.

Contractor employees are subject to search of their persons and property when working on government property.

7.0 Safety

7.1 Requirements

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the Occupational Safety Health Administration (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 and any USCG Instructions as applicable, and the protection of their employees. Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/ subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the Contracting Officer and the Contractor.

7.1.1 The Contractor shall be subject to safety inspections of its work sites by the Government.

Contractor safety records shall be available upon request by the Contracting Officer. The Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The USCG will NOT provide contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

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

7.2 Safety Plan

The Contractor shall maintain and implement a safety plan that encompasses all federal, state and local laws as applicable.

7.3 Mishap Notification/Reporting

The Contractor shall report to the Officer of the Day (OOD) or the Facilities Engineer, any exposure data and all incidents or accidents resulting in death, trauma, illness, or occupational disease. Dates, times, persons involved, exposure data, and description of accident shall be indicated in each typed report. All accidents shall be reported to the Contracting Officer or his/her designated representative within twenty-four (24) hours of their occurrence.

Note: It is the sole responsibility of the Contractor to report recordable injuries of its employees to

OSHA.

7.3.1 A written report of the mishap/incident shall be sent within three (3) calendar days to the Contracting Officer and the COR. For information not available at the time of initial written report, the Contractor shall provide the remaining information no later than twenty (20) calendar days after the mishap, unless an extension is granted by the Contracting Officer. Mishap notifications shall contain, as a minimum, the following information:

• Contract Number, name and title of person(s) reporting.

• Date, time and exact location of accident/incident.

• Brief narrative of accident/incident (events leading to accident/incident).

• Cause of accident/incident, if known.

• Estimated cost of accident/incident (material and labor to repair/replace).

• Nomenclature of equipment and personnel involved in accident/incident.

• Corrective actions (taken or proposed).

• Other pertinent information.

7.4 Notification of Environmental Spills

If the Contractor spills or releases any hazardous substance listed in 40 CFR 302 into the environment, the Contractor or its agent shall immediately report the incident to the base fire department or the local emergency response number. The incident shall also be reported to the COR and Contracting Officer.

If the amount released meets or exceeds the reportable quantity as listed in 40 CFR 302, the Contractor or its agent shall immediately notify the National Response Center (1-800-424-8802). The liability for the spill or release of such substances rests solely with the Contractor and its agent. A hazardous material control program shall be in effect to inform employees of potential hazards if and when chemicals are used. The Contractor shall maintain Material Safety Data Sheets (MSDS) IAW OSHA 29 CFR 1910.1200 and ensure the information is provided to the employees for review of safety and health information.

8.0 Travel

Contractor travel shall not be required for this requirement.

9.0 Meetings and Reports

The Contractor shall provide notification within 10 days of award providing a draft project plan and schedule for the required work. The Post Award Conference/Meeting may be held via teleconference or via email notification.

10.0 Government Furnished Resources

10.1 Equipment/ Operators

The Contractor shall furnish all supplies, material and equipment, of the size and type customarily used for grounds maintenance, needed for the performance of the work. All power equipment, trucks, lawn mowers, tractors, etc, and all hand or vehicular tools shall be operated within safety parameters as defined by the manufacturer and OSHA; and, shall be carefully maintained and operated with proper safety guards and devices and with discretion when near pedestrians or building residents. All equipment operators shall be qualified operators of their power equipment, trucks, street sweepers, etc.

in accordance with local regulations; and, shall wear protective goggles (Safety Glasses) and clothing (gloves, hearing protection, helmets, etc.) as required by the equipment manufacturer, OSHA and local safety requirements when on site.

10.2 Utilities

All utility services required in the performance of this contract, including normal amounts of electricity, water, and heat for spaces assigned by the Government for use by the Contractor will be provided by the government. Electrical power is provided at existing outlets for the Contractor to operate equipment necessary in the performance of work. Hot and cold water is provided at existing sinks and outlets limited to the normal water capacity of the building. No special heating or cooling of water will be provided.

10.3 Facilities

The facilities overview can be found in Attachment 1.

10.3.1 No storage areas will be provided for Contractor’s use.

10.3.2 No large group meeting or union meeting space is available in Government facilities for Contractor use.

10.3.3 Any facilities provided for Contractor’s use shall be kept neat, clean, and in orderly condition, or, at Contracting Officer’s discretion, permission to use these facilities may be revoked. Upon termination of this contract, Contractor shall vacate facilities within three (3) business days after the effective date of termination and shall restore the space to the condition that existed when the Contractor initially occupied the space.

10.4 Damages to Government Resources

10.4.1 Damage Report

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

10.4.2 Reimbursement for Damages

Reimbursement for damages to facilities or equipment will be at the cost for the Government to replace/repair the item at the time of damage. The method of reimbursement will be mutually agreed upon by the parties. Typical methods include reduction of cost from the invoice, a check provided by the Contractor to the USCG, or the replacement of the item by the Contractor.

10.5 Damage to Contractor Supplies, Materials, Equipment and Property The Government will not be responsible in any way for damages to the Contractor’s supplies, materials, equipment, property, and Contractor or employees’ personal belongings that are caused by improper packaging and shipping procedures, fire, weather, theft, accident, or other disaster/misfortune.

11.0 Contract Requirements

11.1 Period of Performance

The contract period of performance shall be 45 days after contract award.

11.2 Place of Performance

Place of performance consists of:

USCG Rio Bayamon Housing Complex 500 Carr 177 Bayamon, PR 00959

11.3 Hours of Operation

Contractor employees shall generally perform all work between the hours of 0700 and 1530 ET, Monday through Friday (except Federal holidays).

12.0 List of Appendices and Attachments

The following Attachments are applicable to this contract.

Attachment 1 Aerial Photo of Rio Bayamon Housing