RCF New Orleans (SOW) Final.pdf

70Z08423QAA850900

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STATEMENT OF WORK (SOW)

FOR

FACILITIES MAINTENACE SERVICES AT REMOTE COMMUNICATION FACILITY

NEW ORLEANS

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard (USCG) is procuring facilities and grounds maintenance services for the USCG Remote Communication Facility (RCF) New Orleans as described in this Statement of Work (SOW) based on commercial practices. The Contractor shall maintain real property facilities and grounds in Accordance With (IAW) the terms and conditions of the anticipated contract.

1.2 SCOPE

The Director of Operational Logistics, Commercial Support Services Branch (DOL-93) is seeking a contract to provide personnel, management, supervision, materials, supplies, equipment, tools, transportation and other items or services (except as stated herein) necessary to perform grounds and facilities maintenance services to maintain a safe, clean, and healthy environment for all residents, military and civilian personnel, and members of the general public.

To accomplish this mission, it is essential that the properties and facilities of the area specified herein have qualified grounds maintenance services as required.

1.2.1 Service Area

This procurement consists of locations within boundaries of the USCG Remote Communications Facility (RCF), 4023 Main Street, Belle Chasse, LA. The services required are all-inclusive for the property’s shown in the attached Appendices A through D

The facility comprises seven buildings (administration, Maritime Safety and Security Team (MSST), Aids to Navigation (ANT) Venice/Transmitter, Receiver, an abandoned fire pump house and Armory), two pavilions, a shooting range, 21 WWII bunkers, and 14 communication towers. The shooting range and all but six bunkers have been abandoned and are now overgrown. There are three USCG tenant commands located on the property, Force Readiness Command (FORCECOM) Armory, MSST New Orleans and ANT Venice. The RCF will continue to operate unmanned and facilities will be automated to Communication Command (COMMCOM) in Chesapeake, VA. FORCECOM Armory, MSST New Orleans and ANT Venice tenant commands will continue to operate on the property. The maintenance of the Armory building, which will be abandoned, is not included in this SOW.

1.3 OBJECTIVE

The objective of this effort is to acquire continuous, safe, and efficient operation of facilities maintenance services as described herein. This work includes all labor, experienced personnel, equipment, tools, materials, transportation, supervision and management and any other items

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necessary to perform the services required in order to maintain buildings operations, healthy grass, trees, shrubs, hedges, and plants. The services shall be shall be performed in accordance with (IAW) all terms and conditions of the contract, to include but not limited to:

Planning and scheduling of all services Lawn Maintenance Trimming Weed control and pest control Tree and Shrub Care Leaf and Debris Removal HVAC, Plumbing, Elecrical and any other building maintenance Compliance with all record and reporting requirements

1.3.1 Contractor Proposal

The Contractor shall propose a labor mix that will best accomplish the tasks set forth in this SOW; utilize the information provided within this SOW to determine the number of laborers believed are required to successfully perform the requirements listed herein. The numbers proposed by the Contractor shall be incorporated into the award. This procurement shall be Firm Fixed Price (FFP); the Contractor may choose to add additional people at a later date, at no additional cost to the Government, to accomplish the required tasking.

1.4 APPLICABLE DOCUMENTS

The Contractor shall comply with all applicable Federal, State, local, and municipal laws, regulations and requirements; all industry standards/references; all Government and USCG Regulations, attachments and exhibits; 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. Work under this contract shall be performed in strict compliance with all applicable Occupational Safety and Health Act (OSHA) and Environmental Protection Agency (EPA) regulations and the job site shall be open to random OSHA inspections at all times while work is being performed. The contractor is responsible for obtaining all permits and licenses required in performance of this contract.

The Government shall provide all publications listed, upon request. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change to the contract price.

Publication Number Title Date COMDTINST M4500.5 Property Management Manual 07/1998 COMDTINST M5100.29 Safety & Occupational Health Manual 06/1986 COMDTINST M6000.1A Medical Manual, Chapter 7 06/1987 COMDTINST 16478.1B Hazardous Waste Management 03/1987 COMDINST M110000.7 Facilities Energy Manual 02/1999 COMDTINST M1020.6D Coast Guard Uniform Regulations 07/2003 COMDTINST M5530.1A Physical Security Manual 12/2001

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2.0 SPECIFIC REQUIREMENTS/TASKS

The Contractor shall provide all personnel, equipment, tools, materials, management, supervision and services necessary to complete facilities and grounds maintenance services specified in this SOW. Appendices A-D provides a general layout of RCF New Orleans as well as identifies the areas that require grounds maintenance tasks to be performed. Appendix E (Maintenance Task Schedule) provides a list of equipment and the frequency for those items that require preventative/recurring maintenance inspections.

2.1 GROUNDS MAINTENANCE TASKS

2.1.1 Grass Cutting/Mowing

The majority of the grounds are covered in forest terrains that require no maintenance.

The grounds needing maintenance total approximately 150 acres. Primary and secondary roads (as indicated in Appendix A - Roads) shall be maintained as described below.

Grass Cutting/Mowing is broken down into three levels of service as shown in Appendices B and C.

a. Level 1: Grass kepr at 4” or less

b. Level 2: Grass kept at 8” or less

c. Level 3: Grass kept at 12 “ or less

d. All areas indicated in Appendix B and C shall be kept at Service Level 1, 2, or 3 as indicated.

i. The area around each antenna shall be cut at Service Level 2 extending a minimum of 5ft past the farthest Guy Wire/support anchor. Each antenna shall be accessible by vehicle on a path a minimum of 10ft wide from the road to the area cut and kept at Service Level 2. The paths shown in Appendix B (Transmitter Field) and Appendix C (Receiver Field) are suggestions and may be moved due to flooding or soft soil by the contractor with approval from the COR (year round).

e. Bunkers as indicated in Appendix C shall be kept at Service Level 1, 2 or 3 as indicated (year round).

i. Service Level 3 on Bunkers 2 and 3 is on the flat area only extending from the road to the trees so a path is clear for vehicles to access the bunkers.

ii. Service Level 2 on Bunkers 4, 5, 6, and 7 extend from the road and out to the tree line surrounding each bunker. The sloped areas of Bunkers 4, 5, 6, and 7 shall also be cut.

f. 5ft along either side of primary roads as indicated in Appendix A (Roads) shall be kept at Service Level 1. If a drainage ditch or fence runs along the road, then cut up to the drainage ditch or fence.

g. Weed removal around antenna Guy Wires, fences, and buildings.

2.1.2 Herbicide Treatment

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Contractor shall treat around antenna Guy Wires and fences – None-selective herbicide and or ground sterilant shall be applied from the months of March – October as required to kill and control the vegetation in the areas listed below

a. Each Guy Wire anchored directly to the ground shall be sprayed in a 3ft x 6ft rectangle starting from where the Guy Wire/support anchor meets the ground and spray inwards toward where the main antenna is following the line of the Guy Wire.

b. Each Guy Wire that goes to a cement block, the contractor shall spray 1ft around three of the block’s sides (the two sides and the back of the block), and 6ft spray inwards toward where the main tower is following the line of the Guy Wire.

c. Contractor shall spray the entire area inside the fence of the 14 fenced in tower bases (excluding the concrete pad) and 3ft round the entire fence on the outside.

There are Personnel exposures limits (PEL’s) at the base of the towers. Prior to entering these areas the contractor shall contact the COMCOM watch stander at (757) 421-6240 for any current operations that may limit their ability to enter.

d. The area extending 5ft outside of the fence indicated in Appendix A, shall be treated with herbicide since it cannot be reached by mowers.

e. The gravel parking lot and access points indicated in Appendix B shall be treated with herbicide.

f. The Transmitter and Receiver buildings shall be treated with herbicide extending out 12 inches. Weed eaters are not to be used around these buildings due to numerous communications cables leaving each building.

2.1.3 Landscaping.

The contractor shall maintain the vegetation beds surrounding the Admin, MSST, ANT Venice/Transmitter and Receiver buildings, and the entrance sign just inside the gate to the site.

See Appendix D (Landscaping).

a. Remove weds from vegetation beds.

b. Bushes around the Admin, MSST, ANT Venice/Transmitter and Receiver buildings shall be trimmed in a neat fashion and kept clear of windows, doors, and air conditioner units.

c. Prune palm trees along the entrance to the MSST building following industry standards for growth and trimming.

d. The signs shall be kept clear of weeds and free from any growth blocking the sign.

2.1.4 Trimming of trees and shrubs blacking or restricting vehicular access of roadways.

a. Trees and shrubs on primary roads shall be maintained at no higher than 8ft and no closer than 5ft from either edge of the road. See Appendix A.

b. Trees and shrubs on secondary roads shall be maintained at no higher than 8ft and no closer than 2ft from either edge of the road. On sections with no visible road, contractor shall maintain a 12ft space between trees or between trees and fence. See Appendix A.

c. The trees and shrubs surrounding Bunkers 4, 5, 6 and 7 shall be maintained at no higher than 8ft along the tree line. See Appendix C.

2.1.5 Recycling of Plant Matter

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Leaves, limbs, bark, stumps, grass clippings, and other plant may be shredded or chipped and composted for use around plants maintained under this contract as approved by the COR.

2.1.6 Clearing of Debris

Soil deposits, and beaver dams from drainage ditches shall be cleared as required to prevent water from pooling and over running the primary roads. The culvert beneath the road at Donner Canal shall be kept clear of debris and freely flowing.

2.1.7 Tree Removal/Disposal

Tree Removal/Disposal (Est Quantity CLINs). The contractor shall remove fallen trees from roadways as identified by the COR. If a fallen tree is discovered blocking a road during the course of work, the contractor shall contact the COR for approval prior to removal. Portions of the tree and all debris shall be removed from the roadway and cleared areas extending to the woods. Portions of the tree in the woods (beyond the maintained area) may remain in place.

The removed tree and debris shall be disposed offsite. The size of tree is determined by the diameter of the tree 4.5ft above the base of the tree. The contractor shall not exceed the awarded amounts for prospective CLINS (CLINS X0004, X0005, X0006 and X0007).

2.2 PREVENTATIVE MAINTENANCE TASKS

2.2.1 Inspections

The Contractor shall inspect and perform the required tasks outlined in the sample job cards (Appendix F – Job Plans) for the equipment listed in Appendix D. A separate job card will be needed each time an item is to be inspected. These cards will be provided to the contractor by the: COR or Maintenance Control Assistant monthly. The contractor complete, fill out and return the provided job cards no later than the 22nd of the month as outlined in section 2.2.2.

a. Preventative Maintenance of facilities and equipment as in the attached Maintenance Task schedule (Appendix E – Maintenance Task Schedule).

b. Minor and/or Major Corrective Maintenance as required.

2.2.2 Frequency of Maintenance

a.Preventative Maintenance shall be completed at the intervals listed in Appendix E (monthly, quarterly, semi-annual, or annual). Maintenance shall be completed no later than the following:

1. Monthly: 22nd of each month

2. Quarterly: 22nd of March, June, September and December

3. Semi-Annual: 22nd o f May and November

4. Annual: 22nd of May

2.2.3 Minor Corrective Maintenance

Minor corrective maintenance is defined as any actions or equipment not to exceed $500.00 including labor and materials. Upon finding issues or concerns, the Contractor shall report any and all damages to the COR property/equipment/ vehicles/grounds with recommended actions/repairs. Minor corrective maintenance normally involves fixing discrepancies found

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during the performance of preventative maintenance that are beyond the scope of the tasks on the job card. For example, while performing preventative maintenance on a roll-up door, a broken pulley is found. Replacing the pulley is not covered on the job card but would fall under minor corrective maintenance (if under $500). The Contractor shall have 30 calendar days to make any necessary repairs (exception to personal vehicles) to restore damaged property to its original condition unless the discrepancy will cause further damage to affected area, equipment, or USCG operations. In instances such as these, the contractor must take immediate measures to mitigate risk of safety and/or property damage until further corrective action can be taken.

The contractor shall only bill for corrective maintenance upon completion of each job. The Government shall only pay for the number of corrective maintenance jobs completed.

2.2.4 Major Corrective Maintenance

If major corrective maintenance is needed, the designated CLINs in the price schedule will be activated via bi-lateral modification to the contract after the quote is received and price is determined fair and reasonable by the KO.

Major Corrective Maintenance is defined as any actions or equipment estimated to exceed $500.00 but not exceeding $5,000 including labor and materials. Upon finding issues or concerns, the Contractor shall report all damages to Government property/materials/equipment/vehicles/grounds with recommended actions/repairs to the COR. The COR shall notify the KO of necessary repairs and will issue a request for quote to the Contractor requesting the necessary labor hours and materials needed. The Contractor may be requested to work outside os the normal working hours at to regular labor rates to complete the major corrective maintenance. Once a price for the repairs has been agreed upon, the KO will issue a Task Order (TO) so that the Contractor can begin the necessary repairs. The Contractor shall take immediate measures to ensure the discrepancy will not cause further damage to the area or equipment such as flooding, access locks, leaking windows or roof, broken wires, or fires to mitigate risk of safety and/or property damage until a contractor modification is issued.

2.3 Licenses

The Contractor shall hold and maintain all required licenses and/or permits throughout the life of the this contract. Licenses related to HVAC, Electrician, Plumbing, Carpentry, etc.

2.4 Annual Grounds Maintenance Plan (AGMP)

The Contractor shall prepare and submit an AGMP as specified in Section 9.0 Deliverables, of the SOW, which must be approved by the COR within 15 days before contract start date; and 15 days prior to new performance period thereafter. The AGMP shall list, by month, all the requirements for each level, by area/site location, and the proposed frequency for accomplishing this task to be performed during the annual period of the contract. The AGMP shall be tailored to the requirements of local conditions, types of vegetation and climatic factors.

The AGMP shall include all work to be completed in each upcoming quarter, including a work item checklist and monthly inspection schedule. Deviations from the Plan shall only be due to inclement weather, convenience to the Government, or as discussed with and approved by the COR. The AGMP shall also describe how the Contractor intends to meet all Specific Requirements/Tasks of Section 2.0. Any changes to the AGMP, the Contractor shall submit a written request to the COR and will be approved by the COR prior to implementation by the

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Contractor. The Contractor shall use the AGMP as a basis for preparing the Monthly Work Completion Schedule.

2.5 Monthly Work Completion Schedule

In conjunction with the AGMP, the Contractor shall also establish and maintain a Monthly Work Completion Schedule for performance of work, which shall be submitted as specified in Section

9.0 Deliverables, of the SOW. These schedules shall be submitted to the COR by the 15th day of the preceding month showing the work to be completed during the subsequent month. The schedule shall contain, at a minimum, the day the task will be performed, the contract reference which requires the work to be performed, and the location where the work will be performed.

The schedule shall also contain a inclement weather plan to be implemented in the event rain or other foul weather delays standing work. The Contractor shall submit a written request to the COR at least two (2) business days prior to making any changes to the current monthly work schedule. This notification is subject to approval by the COR.

2.6 Staffing Plan

The Staffing Plan, at a minimum, shall be comprised of total proposed labor hours needed to perform the services required, which shall be submitted as specified in Section 9.0 of this SOW.

The plan shall identify the number of hours (to include full- and part-time), job title and working hours, number of employees working, and number of supervisory personnel present during working hours.

Job Title Total # of FTE Total FTE Hours Total # of PTE Total PTE Hours

2.7 Contractor Equipment List

The Contractor shall provide a list of all expected equipment that will be utilized for this contract, which shall be submitted as specified in Section 9.0 Deliverables, of the SOW. This list shall include: make, model, size, and number of field mowers, trimmers, and landscaping equipment.

Do not provide a full inventory of all machines that the company owns, only the machines expected for this contract.

2.8 Re-Work

All work completed under this contract shall be subject to inspection by the COR during and after completion of each task. Unsatisfactory work shall be corrected at no additional cost to the Government.

2.9 Accident Reporting

All accidents which may occur during the performance resulting in death, personal injury, trauma, or occupational disease, shall be reported verbally to the COR within one (1) hour after occurrence, and in writing to the KO within 24 hours. This report shall give full details of the accident involved, including statements of all witnesses. If any claim is made against the

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Contractor by a third party, as a result of any accident, which occurs in connection with performance of this contract, the Contractor shall promptly report the fact in writing, to the KO and COR. The Contractor shall be responsible for restoring any damaged Government property or equipment caused by contractor operations or due to the negligence, abuse, or misuse of his/her employees. The restoration shall be to its original condition at no additional cost to the Government.

3.0 Safety

The Contractor shall take all necessary precautions to meet proper safety standards and regulations of the State and Federal Codes. OSHA regulations apply to all work performed on site. In addition, the Contractor shall conform to any restrictions as may be outlined by the Safety Officer and Fire Department during the course of the contract.

3.1 Safety Compiance

The Contractor shall perform oversight for compliance of the Safety Plan and initiate corrective actions, when required. The COR may perform no-notice inspections of a Contractor worksite;

however, the COR shall inform the Contractor to “stop work” for imminent danger situations.

3.1.1 Safety Inspections

The Contractor shall ensure that work practices comply with applicable Federal and State OSHA standards. The Contractor shall operate an occupational safety and health program to prevent accidents to his or her employees, the public, and Government personnel. Government personnel may inspect the Contractor’s workspace periodically for Environmental, Occupational, and Safety violations. Fines levied on the Contractor by federal, state, or local offices due to environmental, safety, and health violations shall be paid by the Contractor within the timeframe allotted by the authority assessing the fine or in cases where a deadline is not given, within 30 calendar days.

3.1.2 Personal Protective Equipment (PPE)

The Contractor shall provide the appropriate PPE as required by federal, state, and local laws and regulations at no expense to the employee. The Contractor shall ensure that personnel properly use required PPE. Contractor shall train personnel on the use and limitations of PPE.

3.1.3 Safety Data Sheets (SDS)

The Contractor shall be solely responsible for any and all Contractor generated or owned hazardous materials. A copy of the SDS for each hazardous material to be used shall be provided to the COR prior to bringing materials on-site and commencement of work (see Section 9.0). While performing specific work herein, if potentially hazardous materials are utilized, the COR shall be notified prior to their use. If hazardous materials are encountered, the Contractor shall stop work and notify the COR immediately. The Contractor’s responsibility for handling hazardous material is incidental to work performed, the Contractor shall handle, remove, and properly dispose of only those hazardous materials necessary to complete the contract work. All documentation for hazmat disposal shall be made available to the COR.

3.1.4 Chemicals

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If chemicals are utilized, they shall meet EPA requirements and be applied in accordance with manufacturer's procedures and recommendations. This shall include chemical eradication of all grass and weeds to the infield of the softball field. Eradication by chemical means may be utilized only in designated areas or when approved by the COR. The Contractor shall not use any other methods without the approval of the COR. Only Certified Pest Controllers shall apply Pesticides/Herbicides. All Pesticides/Herbicides used by the Contractor shall be registered with the EPA and applicable state led agency for the use intended. The Contractor shall obtain all federal, state, and city permits required to perform pest control on USCG Base property. The Base Unit’s Environmental Compliance Branch (ECB) must approve all chemicals prior to use. The Contractor shall submit the manufacturer's SDS on a proposed chemical for approval to the COR at least one (1) week prior to use and immediately-for any changes thereafter.

3.2 Damage to Government Property

The Contractor shall comply with Federal Acquisition Regulation (FAR) requirements 52.245-1.

All existing grounds, utilities, equipment, building components and adjacent property, including vehicles, shall be protected from any damage resulting from contract operations. Contractors will be responsible for any damage to Government property. Damaged property (done by the Contractor) shall be repaired by the Contractor, at Contractor’s expense, to meet previous existing conditions.

The Contractor shall report any and all damages to Government and/or personal property (i.e., vehicles, property, materials, equipment), as well as damages done to the grounds (rutting, and etc.), immediately after occurrence to the COR. The Contractor shall have 30 calendar days to make any necessary repairs to restore damaged property to original condition.

3.3 Environmental Protection

The Contractor shall utilize safe products, equipment, and qualified personnel to ensure the health and safety in compliance with the requirements of OSHA, the Environmental Protection Agency (EPA), and the regulations and standards of the USCG Base Portsmouth, VA. All environmental protection matters shall be coordinated with the KO and/or COR. The Contractor shall be responsible for any fines, penalties or charges associated with citations issued by federal, state, or local officials for non-compliance with environmental standards. Additionally, the Contractor shall comply with the instructions from the Environmental Compliance Branch staff at USCG Base Portsmouth Unit with respect to avoidance of conditions which create a nuisance or which may be hazardous to the environment or the health or safety of any personnel. In the event a regulatory agency assesses a monetary fine against the Government for violations caused by the Contractor’s actions, omissions, intentional conduct, or negligence, the KO will deduct the fine from any funds due to the Contractor. The Contractor shall dispose of and/or cleanup of any pesticide, chemical, oil or hazardous material spills resulting from the Contractor’s operations, all in accordance with federal, state and city regulations.

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4.0 CONTRACTOR PERSONNEL

4.1 Working Supervisor

The Contractor shall provide a qualified On-Site Working Supervisor and an alternate Supervisor to manage Contractor personnel at the work site at all times while work is being performed for this contract without exception. This person shall be experienced with managing personnel, scheduling, operations, practices, techniques, and have full authority to act for the Contractor on all matters relating to the daily performance of the contract work. This individual shall be the primary point of contact with the Government. The On-Site Working Supervisor is further designated as Key by the Government. During any absence of the On-Site Supervisor, only one (1) alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The On-Site Supervisor and all designated alternates shall be able to read, write, speak and understand English.

The Working Supervisor and alternate shall be available by phone 24 hours a day/7 days a week in case any emergencies occur after normal working hours. The On-Site Supervisor shall be available within one (1) hour of notification to the COR between the hours of 0700 and 1630 CST, Monday through Friday. This can be accomplished in person, or by telephone, as appropriate depending on the circumstances. The On-Site Supervisor shall provide the COR a cellular phone number where they can be reached at all times during the working hours.

Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

The Government may designate additional Contractor personnel as Key at the time of award.

4.1.1 Contractor Personnel

The Contractor shall furnish sufficient competent and qualified personnel to perform the work specified within this SOW and all Technical Exhibits. The Contractor employees shall have proper documentation indicating they are legally authorized to work in the U.S. All contractor employees shall be able to read, write, speak, and understand English. Contractor employees shall be able to communicate in an effective and timely manner.

4.1.2 Employee List/Roster

Within fifteen (15) days of the contract start date, the Contractor shall provide to the COR, a list of those employees that will be performing all requirements specified herein. The list shall be updated when changes occur. This list shall include the employee’s name and position.

Contractor employees not listed may be denied access to the Government Installation.

Contractor employees will be restricted to designated working areas. Any personnel violating this policy may lose Base access.

4.1.3 Empoyee Conduct

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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 United States or the Department of Homeland Security. The On-Site Supervisor shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security. Contractor employees shall also refrain from the use of RADIOS or CELL PHONES while operating equipment. Use of cell phones while operating a vehicle is prohibited on USCG Base at all times.

4.1.4 Employee Training

The Contractor shall ensure that all employees have been properly trained, certified, and/or licensed to operate power equipment (ex. trucks, lawn mowers, tractors, weed eaters, etc.).

Records of all Contractor employee training, qualifications and certifications shall be made available for Government review upon request. At the Contractors expense, Contractor shall provide training to all employees, to ensure the competencies in performing tasks are met to prevent the endangerment of personnel or public.

4.1.5 Employee Access

The facility at RCF NOLA is secured and access is restricted by a security gate at the entrance.

The Contractor can ring for access at the gate or may need to be escorted aboard, depending on current security measures. Contracted employees must check in at the Admin building.

Contracted employees must be escorted by USCG personnel when performing work inside the Transmitter or Receiver building.

4.1.6 Empoyee Removal

The Government has an inherent right under law, practice, and regulation, to control access to its facilities, property, and data, including those that are the subject of this contract. Access privileges shall be tailored to individual Contractor personnel responsibilities. The Government shall be the final authority in determining access privileges.

The Government may, at its sole discretion (via the KO), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The COR will provide the Contractor with a written explanation to support any request to remove an employee.

4.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s

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Representative (COR) prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

4.4 EMPLOYEE IDENTIFICATION

4.4.1 Visiting Employees

Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

4.4.2 Employees Working On-Site

Contractor employees working on-site at Government facilities must wear a Government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

5.0 OTHER APPLICABLE CONDITIONS

5.1 SECURITY

5.1.1 FACILITY ACCESS

The facility at RCF NOLA is secured and access is restricted by a security gate at the entrance.

The Contractor can ring for access at the gate or may need to be escorted aboard, depending on current security measures. Contracted employees must check in at the Admin building.

Contracted employees must be escorted by USCG personnel when performing work inside the Transmitter or Receiver building.

5.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a one year base period with four one year option periods as follows:

Base Period 01 May 2023 – 30 April 2024 Option Year One 01 May 2023 – 30 April 2025 Option Year Two 01 May 2023 – 30 April 2026 Option Year Three 01 May 2023 – 30 April 2027 Option Year Four 01 May 2023 – 30 April 2028

5.3 PLACE OF PERFORMANCE

The primay placeof performance will be RCF New Orleans, 4023 Main Street, Belle Chasse, LA 70037-2741

5.4 HOURS OF OPERATION

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Contractor employees must generally perform all work between the hours of 0700 and 1630 CST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

5.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the COR no later than 15 days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's Quality Control Plan. The Post Award Conference will be held at the Government’s facility or via teleconference.

5.7 PROGRESS MEETINGS

The Contractor shall be required to meet on a weekly basis with the COR during the first month of the contract. As determined by the COR, meetings may be as often as necessary but, no less than quarterly. Time and place of the meetings will be mutually agreed upon between the COR and the Contractor. The minutes of the meetings shall be prepared by the Contractor, and signed by the Contractor’s Representative and the COR.

5.8 GENERAL REPORT REQUIREMENTS

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.1 CONTRACTOR FURNISHED RESOURCES

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract.

6.2 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

6.2.1 Product Quality

The QC is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the Government approved QC program provides the measures needed to lead the Contractor to success. Careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

6.2.2 Contractor Quality Control Plan (QCP)

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The Contractor shall develop, maintain and submit with the quote, a complete QCP delineating the Contractor’s QC Program/Inspection System to monitor and control their performance of services. The QC Program/Inspection System shall establish and explain in detail, how the Contractor will maintain Quality Processes of providing the services required. The COR will approve any changes to the QCP prior to the Contractor implementation. If the COR perceives such changes to be other than minor, approval by the KO is necessary.

6.2.3 Quality Control Program/Inspection System

The QC system shall encompass all functions of the contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection. The Contractor shall develop and implement QC procedures addressing the areas identified in the SOW and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The inspection system shall be designed to keep the Contractor’s management and the USCG informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate. The Contractor shall ensure that QC includes timely and effective corrective actions for all deficiencies identified by the Government.

6.2.4 Contents

1.The Program shall include, but is not limited to the following:

a. Introduction to the Quality Control System

b. Background and rationale for the System

c. Objectives of using QC

d. Successes with and updates for the System

2.QC Process for the Various Tasks:

a. Inspection Procedures - Steps (i.e., checklist used in inspecting performance during regularly scheduled/unscheduled inspections/testing;

method of documenting and enforcing quality control operations) to identify conformance indicators and actions taken if nonconformance is found covering all of the service requirements of this contract.

b. Means of Identifying and Resolving Problems - A system for identifying and correcting deficiencies in the Quality Process of services before the level of performance becomes unacceptable and/or the Government inspections point out the deficiencies.

c. Roles and Responsibilities – The name(s) of the individual(s) who will perform the inspection.

3.Specific QC Functions:

a. Training plan outlining names, topics, and completion dates; and the name(s) of the individual(s) who will perform the inspections.

b. Storage and retrieval of products, supplies, materials, and equipment to be used

c. Labor practices (i.e., hiring, retention and rewards, and substitutions).

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d. Compliance with security, safety, and healthy and sanitary requirements

7.0 USE OF RESOURCES

The Government and Contractor shall make use of the resources and tools available to maintain contracted functions to the maximum extent possible under emergency circumstances.

Contractor shall obtain approval from the KO prior to incurring costs over and above those allowed for under the terms of the contract. Regardless of contract type, and of work location, Contractors performing work described herein shall charge those hours accurately IAW the terms of the contract.

8.0 DELIVERABLES

The Contractor shall submit the following Deliverables IAW the table below. Two (2) copies of each Deliverable shall be provided as follows: one (1) for the KO and one (1) for the COR, unless otherwise noted. It is the responsibility of the Contractor in meeting the deliverable format, content and schedule IAW the table below. Electronic submissions are acceptable provided the format is compatible with MS Word 2010.

Deliverables Frequency To Whom

Date Required

Certificate of Insurance as required by FAR 52.228-5

Prior to expiration or revision

NLT ten (10) days of contract award; then anniversary of policy renewal

Annual Grounds Maintenance Plan (Section 2.4)

Annually COR Within 15 days before contract start date; and 15 days prior to new performance period thereafter

Monthly Work Completion Schedule (Section 2.5)

Monthly COR

Within fifteen (15) days before contract start date; and then no later than the 15th day of the preceding month

Staffing Plan (Section 2.6) KO Submit with Quote Employee List (Section 4.1.2) Prior to expiration or revision

Within 15 days of contract start date and as revised

Contractor Equipment List (Section 2.7)

Annually or as revised

COR

Submit with Quote

Accident Reporting (Section 2.9) As necessary verbally to COR within one (1) hour after occurrence, and in writing to the KO within 24 hours

SDS (Section 3.1.3) As necessary COR Prior to contract start date Resume (Key Personnel) (Section 4.1)

Submit with Quote

Post-Award Conference (Section 5.6)

15 days after date of award

Progress Meetings (Section 5.7) As ncessary COR

Weekly basis during 1st month;

then as needed by the COR but no less than quarterly.

Quality Control Plan (Section As revised Submit with Quote

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6.2.2)

9.0 Definitions

CLEAN - Used generally, means removal of dirt or impurities.

CONTRACTING OFFICER (KO) - A person duly appointed with the authority to enter into and administer contracts on behalf of the Government IAW Federal Acquisition Regulations.

CONTRACTING OFFICER’S REPRESENTATIVE (COR) - The person(s) whom the KO shall designate by name and/or position title to act as liaison between the Contractor and the KO on matters pertinent to this Contract.

CONTRACTOR FURNISHED PROPERTY - Material, supplies, tools, repair parts, services and equipment owned or leased by the KTR and used in the accomplishment of the SOW workload;

to which the title or legal rights of exclusive use remain with the KTR and any subcontractor.

CONTRACTOR IDENTIFIED WORK - Work requirements identified by the Contractor through the process of performing inspections, preventive maintenance, or facilities repairs.

CORRECTIVE MAINTENANCE (CM) – Equipment repair over and above the requirements for Preventative Maintenance (PM) such as belts, filters, and lubrication.

DEBRIS (Grounds Maintenance) - Foreign material such as, but not limited to: cuttings (grass and weeds), leaves, bark, limbs, dead vegetation, and litter, that create an unsightly appearance or present obstacles to mowing and other grounds maintenance operations.

FACILITIES - Real property, including installed machinery and furnishings. The term facility does not include materials, special test equipment, special tooling, or other non-installed equipment.

FACILITY MAINTENANCE - The recurring day-to-day, periodic, or scheduled work required to repair or maintain facilities in a specified condition, or to restore facilities to initial or usable condition by overcoming the effects of wear and tear, damage or deterioration. This includes work undertaken to prevent damage to a facility which otherwise would be more costly to restore.

PREVENTATIVE MAINTENANCE WORK - A document issued to the Contractor by the Facilities Engineer or the designated COR monthly; also referred to as a PM Work Order. This PM Work Order will be used to specify either recurring maintenance/services or preventive maintenance work. A Work Order is automatically scheduled by Coast Guard database (Maximo) based on when a specific piece of equipment or service was added to the PM inventory and based on the desired frequency.

PRUNE - Trim (a tree, shrub, or bush) by cutting away dead or overgrown branches or stems, especially to increase fruitfulness and growth.

QUALITY ASSURANCE – A planned and systematic pattern of actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved.

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Quality Assurance is action taken by the Government to assure that services meet the requirements of the Contract.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) - A document written by the Government to be used for quality assurance surveillance. The document contains specific methods to perform surveillance of the Contractor.

QUALITY CONTROL - Those actions taken by a Contractor to control the production of goods or services so that they meet the requirements of the Contract.

REAL PROPERTY - Land and rights therein, buildings, structures, utility systems, improvements, and appurtenances thereto. Includes equipment attached to and made part of buildings and structures (such as heating systems) but not movable equipment (such as plant equipment).

REMOVAL – To transfer or move something from current location to an acceptable area.

REPAIR – To fix or replace a damaged portion of the building, structure, utility system, or equipment.