SOW Grounds Maintenace Services at Base Borinquen.docx
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- Base Borinquen Grounds Maintenance
- Solicitation number
- 31171PR250000011
About this file
This Performance Work Statement (PWS) details grounds maintenance services for the United States Coast Guard (USCG) Base Borinquen in Aguadilla, Puerto Rico. The contract requires comprehensive grounds maintenance across multiple zones including hangars, lighthouse areas, housing complexes, and public spaces, with services encompassing grass cutting, edging, weed control, pruning, tree trimming, and debris removal. Key requirements include bi-monthly mowing, quarterly shrubbery and tree pruning, hurricane contingency planning, and maintaining approximately 416 palm trees across the base.
The solicitation (31171PR250000011) is currently in pre-solicitation phase, with a mandatory site visit scheduled for Thursday, April 3rd, 2025 at 10AM at Base Borinquen. Proposals must be submitted to miguel.a.cruz-rivera@uscg.mil by April 8, 2025 at 12pm ET. The contractor must provide a full-time working supervisor fluent in English and Spanish, comply with all federal and local environmental regulations, maintain proper uniforms and security credentials, and develop a comprehensive Quality Control Plan. The maintenance services are critical to supporting the base's primary missions of search and rescue, law enforcement, and logistical support.
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(PWS)
FOR GROUNDS MAINTENANCE SERVICES
AT UNITED STATES COAST GUARD (USCG) BASE BORINQUEN,
PUERTO RICO
1. INTRODUCTION
1.1. The purpose of this Performance Work Statement (PWS) is to describe requirements for Grounds Maintenance Services. They are to be performed at the USCG Base Borinquen in Aguadilla, Puerto Rico.
1.2. Services shall be furnished in a manner providing a healthy, clean, neat, and professional appearance of the grounds. The Contractor shall use the PWS, in addition to approved plans and all attachments, to accomplish the tasks listed for this effort with the desired quality of service.
2. BACKGROUND
2.1. Mission. The Shore Infrastructure Logistics Center (SILC) is procuring these services to ensure the success of Base Borinquen’s primary mission, to provide search and rescue operations, and its secondary mission, which includes law enforcement, aerial support for Aids to Navigation (ATON), and logistic support. Without these services, Base Borinquen would not be able to provide adequate facilities and housing to civilian and military members and their families; thus, affecting the overall mission and effectiveness of the entire organization.
2.2. Location. Work shall be performed at Base Borinquen, located in Aguadilla, Puerto Rico. Base Borinquen is a part of the Ramey Community, near the Rafael Hernandez Airport. Technical Exhibit 1, an area map, shows the Base where services are to be performed.
2.3. Hours of Operation. All work shall be performed during the Government’s regular working hours of 7:00AM to 4:00PM, Monday through Friday. No work shall be performed on Federal holidays or Saturdays and Sundays unless authorized by the Contracting Officer’s Representative (COR).
2.4. Classification of areas to be maintained:
a. Public Areas. All property within the boundary lines of the Hangar Complex (Technical Exhibit 2), Lighthouse (Technical Exhibit 3), Coast Guard Exchange (Technical Exhibit 4), and all of sub-areas in the Housing Complex (Technical Exhibit 5) are public areas.
b. Private Areas. The lawn immediately surrounding each housing unit is a private area. In some instances, hedges, shrubbery, and/or trees mark the perimeters of private areas. In the lawns of the housing units, private areas generally extend to the inner edge of the curb and inner edge of the hedge or tree line. The Contractor is responsible for maintaining the shrubs, bushes and grass within a private area, including MWR Guest Housing.
c. Vacant Quarters. Throughout the year, there will be periods when normally occupied houses are vacant due to personnel transfers. The Contractor shall consider lawns around vacant houses as public areas and maintain them accordingly.
Lawn care of vacant quarters shall be performed in conjunction with the regularly scheduled mowing service and shall include grass trimming/edging.
3. SCOPE OF WORK
3.1. The Contractor shall provide all labor, personnel, management, supervision, materials, supplies, equipment, tools, transportation and any other items and services necessary to perform lawn care, maintenance and upkeep of trees, shrubbery, and coconut trees, as well as weed control. Services will be provided per the task, frequency and work schedule in accordance with the approved Contractor Annual Work Plan (see section 5.10).
3.2. These service requirements and performance objectives directly relate to mission essential items as identified in the PWS, the Contractor Quality Control Plan, and the Government Quality Assurance Plan.
4. APPLICABLE DOCUMENTS / COMPLIANCE
4.1. Compliance. 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. The Contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all in compliance with the laws of the Environmental Protection Agency (EPA) and the Occupational and Safety Hazard Administration (OSHA).
Prior to starting work under this contract, the contractor shall obtain and provide the required insurance, taxes, wages and permits/licenses and shall maintain such certifications throughout the term of this contract. Contractor shall provide a copy of the “Fondo Del Seguro del Estado” (Workers State Insurance) prior to starting work.
| PUBLICATION |
| TITLE |
| DATE |
| COMDTINST M5530.1C |
| Physical Security and Force Protection Program |
| Latest edition |
| COMDTINST M5100.29 |
| Safety and Occupational Health Manual |
| Latest edition |
| COMDTINST M6000.1A |
| Medical Manual, Chapter 7 |
| Latest edition |
| COMDTINST 16478.1B |
| Hazardous Waste Management |
| Latest edition |
4.2. Publications. The most recently published publication will be used as a reference and will be provided upon request. The Government may issue supplements or amendments to the publications, from any organizational level, during the life of the contract. The Contractor shall keep all publications up-to-date and shall immediately implement those changes resulting in a decrease or no change in the contract price. Before implementing any change that will result in an increase in contract price, the Contractor shall submit to the Contracting Officer a price proposal for approval within 30 calendar days from the date the Contractor receives notice of the revision, supplement, or amendment-giving rise to the increase in cost of performance
4.3. Chemicals. Eradication by chemical means may be utilized only in designated areas or when approved by the COR. Chemicals, if utilized, shall meet EPA requirements and be applied in accordance with manufacturer's procedures and recommendations. The Contractor shall submit the manufacturer's Safety Data Sheet (SDS) on a proposed chemical for approval to the COR at least one (1) week prior to use and immediately-for any changes thereafter.
4.4. Equipment/Operators. The Contractor shall furnish all supplies, material and equipment, of the size and type customarily used for Grounds Maintenance Services, 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. Equipment 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, streets sweepers, etc. in accordance with local regulations. All equipment operators shall wear protective goggles (safety glasses) and clothing (gloves, hearing protection, helmets, etc.) as required by the equipment manufacturer, OSHA and local safety requirements during work performance on site.
4.5. Recycling Requirement. The Contractor shall meet all the regulatory requirements for recycling. The contractor shall comply with the Vegetative Recycling Requirements of the governments of Puerto Rico and United States. The Contractor shall make every effort to comply with this requirement
5. TECHNICAL REQUIREMENTS FOR GROUNDS MAINTENANCE SERVICES
5.1. Work Areas: The following table identifies the areas requiring maintenance:
| ZONE |
| AREA |
| DESCRIPTION |
| TECHINCAL EXHIBIT |
| 1 |
| Hangar CLIN 1 |
| All the green areas inside the perimeter of the property line as shown in the Hangar Complex Drawing. |
| 2 |
| 2 |
| Lighthouse |
CLIN 1
| Areas inside the perimeter of the property line as shown in the Lighthouse Area Drawing. |
| 3 |
| 3 |
| CGES |
CLIN 1
Green areas bounded by Wing Road to the north, East Parade Road to the east, West Parade Road to the west, and Municipal Road to the south as shown in the CGES Area drawing.
| 4 |
| CLIN 2 |
Housing CLIN 3 Vacant Houses
CLIN 4
Guest Housing
CLIN 5
Major Tree Trimming
CLIN 6
Hurricane Contingency Broken up into several green Sub-Areas inside the perimeter of the property line as shown in the Housing Area Drawing.
These Sub Areas are classified as Unit Housing Areas.
| Sub-area (1) |
| All green areas around the MWR Guest Houses and other purpose houses. |
| Part of CLIN 4 |
| Sub-area (2) |
| Green areas around the Pool and Community Center, including areas located along the outside of the perimeter fence surrounding facilities and canal between Cliff Rd. and parking lot. |
| Part of CLIN 2 |
| Sub-area (3) |
| La Plaza and remainder of all public, private and vacant grass areas in housing. |
5.2 Tasks and Frequencies. The Contractor shall complete the below tasks in accordance with listed frequencies for all locations/zones identified in Technical Exhibits 1-5.
| Task |
| Frequency |
| Grass Cutting & Mowing |
| 2 times per month |
| Grass Edging and Trimming |
| 2 times per month (in conjunction with mowing) |
| Maintain drainage ditches |
| 2 times per month (in conjunction with mowing) |
| Weed Control |
| As needed |
| Pruning and Trimming of Shrubbery |
| Quarterly: May, August, November and February |
| Pruning and Trimming of Trees |
| Quarterly: May, August, November and February |
| Pruning and Trimming of Palm Trees (Includes Coconut Removal) |
| 2 times per year: July & January |
5.3. Grass Cutting/Mowing:
a. Grass in all public, private and vacant areas shall be mowed twice a month.
b. Prior to each mowing, bottles, paper, cans, plastic and other debris not compatible with well-kept grounds shall be removed from the public areas and disposed of per PWS.
c. Drainage ditches shall be maintained down to the wet line each mowing cycle.
d. Grass clippings and all debris shall be collected and removed from Government property
5.4. Grass Trimming and Edging
a. Twice a month, and in conjunction with grass mowing, the Contractor shall trim and neatly edge the grass and weeds growing along sidewalks, roads, walks, walls, curbs, fences, perimeters, trees, shrubs, plant beds, tanks, fire plugs, poles, guy wires, and other areas not reached by regular mowing equipment.
b. A swath at least six (6) feet wide, or as safely practicable for the terrain, must be kept trimmed and cut back along the outside of perimeter fences. Vegetation inside this swath shall not be allowed to grow higher than twelve (12) inches above the ground. The view shed from Cliff Road, Parks and Community Center must be maintained northward of the fence for security purposes.
5.5. Weed Control:
a. All sidewalks, curbs, streets, fitness train stations, building perimeter drip edges, and parking areas shall be weed controlled as needed and on a recurring basis. Approved chemicals shall be used to prevent weeds from growing between cracks in the roads and sidewalks; and, at perimeter area and the Hangar Fuel Farm Area.
5.6 Pruning/Trimming of Shrubbery:
a. The Contractor shall trim and prune shrubbery in all public areas once a quarter, during, the months of: February, May, August, and November. This includes maintaining the view shed located along the perimeter of Cliff Road, located in the Housing Area (Technical Exhibit 5).
b. All pruning and trimming shall be done in accordance with acceptable horticulture practices and shall provide for the proper development of shape and growth. This shall include the removal of broken limbs and growth damaged by insects, disease, or by storm, and to clear utility poles, lines and all fences.
5.7. Pruning/Trimming of Trees:
a. The contractor shall maintain all trees to present a healthy, uniform appearance. Palm trees shall be trimmed/pruned twice a year, once in January and once in July. All coconuts shall be removed from palm trees during this time. There are approximately 416 palm trees located across Base Detachment Borinquen. Approximately 405 in the housing area, approximately 8 in the hangar area, and approximately 3 in the Exchange area.
b. All other trees shall be trimming/pruned once per quarter, during the months of May, August, November and February.
c. The contractor shall trim vegetation surrounding solar PV systems in order to prevent unnecessary shading of the panels.
d. Tree branches growing over streets, sidewalks, and next to utility lines, fences, structures, buildings and houses located in public areas shall be pruned to maintain a clearance of six (6) feet, unless otherwise indicated by the COR.
e. Trees that have deteriorated or have been damaged to the extent that they are no longer healthy shall be trimmed back to a safe, healthy section. Trimming will follow the Department of Natural Resources “Pruning Concepts and Techniques.”
5.8. Collection and Disposal of Litter and Other Debris.
a. All cuttings and debris (grass clippings, leaves, palm fronds, coconuts, fallen branches, trash, stones/dirt, cut weeds, trash, litter, and other debris) collected during performance of grounds maintenance, shall be removed from Government property and disposed of in compliance with all Federal, State and Local laws and regulations.
b. Debris shall not be permitted to accumulate in open spaces. The Contractor shall not use Government compactors, dumpsters or containers for disposal unless otherwise specified. However, the contractor may dispose of litter picked up during the course of trimming and cutting turf into the USCG containers.
5.9. Estimated Quantities/Requirements Work (Issued via Separate Task Order(s))
a. Mowing in Housing Area. Since the number of yards may vary month to month, a separate task order will be issued annually for the services.
b. Major Tree Trimming. There may be times when large trees require additional trimming outside of the quarterly schedule. This usually occurs when 50% of the branches require removal. When required, the Contracting Officer will issue a separate task order for these services at the rate established in the schedule of prices. Contractor shall include on monthly invoice after services completed.
5.11. Annual Work Plan. The Contractor shall be responsible for initiating a conference with the COR for the preparation of an annual work plan. The plan shall list, by month, all the requirements, by site location, to be performed during the entire year. The plan shall include all work the Contractor intends to complete. Any deviations from the approved plan shall only be due to inclement weather, convenience to the Government, or as discussed with and approved by the COR. The plan shall be submitted in accordance with Section 6, Deliverables, of the PWS, for COR approvals prior to commencing work.
5.12. Monthly Work Completion Schedule. The Contractor shall also establish and maintain a monthly work completion schedule for performance of work, which shall be submitted on a monthly basis in accordance with Section 6, Deliverables, of the PWS.
5.13. Hurricane Contingency. Due to the geographical location of Base Borinquen, the area/island is prone to inclement weather such as hurricanes. The Contractor may be required to provide additional debris cleanup and or additional tasks in order to clear the Base of debris. The Contractor shall submit a Hurricane Contingency Plan within five business day after award. The plan shall include available resources and how the Contractor will respond if required. The plan shall also include points of contact and phone numbers for ordering the resources. This plan shall be reviewed annually, and updates submitted to the COR prior to May 1st of each year. If services are required, the Contracting Officer will contact the Contractor and request a quote for the additional services. A bilateral modification against this contract for Hurricane Emergency Response with a fixed negotiated price. The Contractor may be required to meet with the COR to discuss priority response areas and to prepare an emergency work schedule. Priority shall be to clear the roads followed by the public buildings and residences. The Contractor shall submit a concise but detailed Hurricane Plan as prescribed in Section 6, Deliverables of the PWS.
5.14. Contractor Access to Government-Owned Facilities, Equipment and Services. The contractor will have access to certain Government owned facilities, materials and services for use only in connection with this contract. The Government will provide reasonable amounts of water and electricity at existing outlets for work to be performed under this contract at no cost to the Contractor. The Contractor shall be responsible for providing the necessary utility connections.
5.15. Conservation of Utilities. The Contractor shall actively participate in Coast Guard energy conservation activities. The contractor shall comply with and enforce all local command policies and directives regarding energy management. Contractor employees shall be instructed in utilities conservation practices and shall be required to operate under conditions that prevent waste of Government-owned utilities.
5.16. Base Borinquen Storage Area. The Contractor will have access to a storage area in the Housing Warehouse Area North Building to store tools and mowing equipment. The warehouse and surrounding area shall be maintained in a neat and clean manner. The use of the storage area for other purpose is prohibited. The Contractor shall comply with all OSHA and applicable safety regulations, including keeping a fire extinguisher on-hand at all times. The Contractor must follow all applicable Federal and Commonwealth environmental laws and regulations, and the Base’s current Unit Environmental Guide. The contractor accepts and shall be administratively and financial responsible for and condition of non-compliance. Spot inspections of the storage area will be conducted by the COR to ensure it is being maintained neatly and safely. Failure to maintain the storage area properly will require the Contractor to obtain a similar facility outside of Government property at the Contractor’s own expense.
6. DELIVERABLES
The Contractor shall submit the following deliverables in the format, content, and schedule as outlined in the table below; and, electronic submissions are acceptable, provided the format is compatible with MS Word 2016.
| DELIVERABLE |
| SUBMITTAL SCHEDULE |
| No. of Copies and to Whom |
| FREQUENCY |
| Contact information for the designated on-site working supervisor and for Alternate |
| With Quote |
| One/KO |
| As needed |
| Resume for designated on-site Supervisor and for Alternate |
| With Quote |
| One/KO |
| As needed |
| Staffing Plan (to include number FTEs as well as specific labor categories. List personnel along assignments and schedules) |
| 3 business days before start of contract |
| Two/KO & COR |
| As revised |
Certificate of Insurance or Insurance Company Letter per FAR Clause 52.228-5 and HSAR Clause 3052.228-70.
| 5 business days before start of services |
| One/KO |
| Annually |
Fondo del Seguro del Estado Certifícate (Workers State Insurance) as required by Puerto Rico Law.
| 5 business days before start of services |
| One/KO |
| Annually, thereafter |
| Hurricane Plan |
| 5 business days after contract award |
| One/COR |
| Annually, prior to |
May 1
| Quality Control Plan |
| 10 business days after contract award |
| One/COR |
| As revised |
| Annual Work Plan |
| 5 business prior to performance start date |
| One/COR |
| Annually |
| Monthly Work Completion Schedule |
| With every monthly invoice |
| One/COR |
| Monthly |
| Invoice ledger |
| With every monthly invoice |
| Two/KO & COR |
| Monthly |
| Safety Data Sheet (SDS) |
| One week prior to using chemical. |
| One/COR |
| As needed |
| Contract Discrepancy Report Form |
| Within 5 business days of receipt |
| One/KO |
| As needed |
7. PERSONNEL REQUIREMENTS/QUALIFICATIONS
7.1 Key Personnel. The Contractor shall provide a qualified full-time working Supervisor to manage Contractor personnel at the work site. This person (and their substitute) shall have full authority to act for the Contractor on all matters relating to the daily performance of the contract work at the worksite(s) and to accept and sign for notice of deductions, inspections reports and all other correspondence on behalf of the Contractor. The individual shall be the central point of contact with the Government and, shall effectively communicate in both English and Spanish.
7.2 Qualifications for On-Site Working Supervisor. The On-Site Working Supervisor shall have a minimum of two years of experience as a ground’s maintenance supervisor. The resume of the proposed On-Site Working Supervisor shall be submitted with the Contractor’s quote. The Supervisor shall also remain at the site at all times during normal working hours, except for short absences for other contract related activities (i.e. repairing equipment, purchasing equipment). When the On-Site Working Supervisor is absent for an extended period (more than 4 hours), the COR shall be notified, and the Contractor shall appoint a qualified substitute. Supervisor shall provide the COR a cellular phone number where it could be reached at all times during the working hours.
7.3 Appearance/Uniforms. Contractor employees shall present a neat appearance and shall be easily recognized via contractor-furnished uniforms. Supervisory personnel are also required to wear uniforms and shall present a neat, professional appearance. With COR approval, uniforms (pants and shirts) may be any color. Uniforms shall be kept clean and in good condition, without tears. They shall be replaced as needed. Uniforms shall have the Contractor's name, readily identifiable, affixed in a permanent or semi-permanent manner, such as a badge or monogram. Nametags furnished by the Contractor containing, at a minimum, the employee’s last name and the company name shall be worn by employees while performing services.
7.4 Security at Base Borinquen. All personnel will be subject to personnel background security check and ID system. The Contractor shall provide a list of names for all personnel working under this contract and obtain a Coast Guard Security Identification (ID) card for each of them from the respective Security Office. All contractor personnel shall follow all Base rules and regulations, as stated in the Base Borinquen Security Manual, which is available for review at the security office. Any personnel that do not meet this security requirement will be subject to removal from the Base Borinquen and the project.
a. ID cards shall always be displayed while services are performed on Base. In order to obtain the ID card, contractor personnel shall provide a valid form of identification such as a passport, valid driver’s license, etc. All personnel and company vehicles shall be registered with the Security Office prior to the start of services.
b. All Contractor vehicles shall be licensed to operate in the Commonwealth of Puerto Rico. Any personnel operating vehicles (personal or contractor) on Base Borinquen shall have a current and valid license, applicable to their vehicle type as determined by the Commonwealth of Puerto Rico Highway Department of Transportation (DOT), in their possession. License will be subject to inspection by the security officers and COR at any given time.
7.5 Removal from Duty. The Government may require the Contractor to immediately remove any employee(s) from the worksite(s) should it be determined they have been disqualified for security reasons or are found to be unfit for performing their duties. The Contracting Officer or COR will make all determinations regarding the removal of any employee(s) from the worksite(s). In the event of a dispute, the Contracting Officer will make the final decision. Specific reasons for removal of employees will be provided in writing to the Contractor. For clarification, a determination of “unfit for duty” may be made from, but not limited to, incidents involving most regularly identified types of misconduct or delinquency set forth as follows: disorderly conduct (which includes using offensive/abusive language, quarreling, fighting, intimidation by words or actions or actions that disrupt Government operations); thefts, vandalism, immoral conduct, or any other criminal activity; selling, consuming, or being under the influence of intoxicants, drugs, or substances that produce similar effects; improper use of authority or credentials; unauthorized use of Government equipment or property; violation of Government security procedures or regulations.
8. CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS
8.1 General. The quality control program is the driver for service/product quality in this contract. The contractor is required to develop a comprehensive program of inspections and monitoring actions. Before a contract begins, the quality control program must be approved. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.
8.2 Contractor Quality Control Plan (QCP). The Contractor shall develop, submit, maintain and implement a complete QCP delineating the contractor’s Quality Control Program/Inspection System to monitor and control their performance of services, as required in accordance with Section 6, Deliverables, of the PWS to ensure that the requirements of the contract are performed and provided in accordance with the PWS, established standards and with commonly accepted commercial practices. The QCP shall include timely and effective corrective action for all deficiencies identified by the Government addressing the areas identified in the PWS; shall implement procedures to identify, prevent, and ensure no recurrence of defective services; shall address inspection procedures; shall provide an action plan for correction of discrepancies; shall provide a strategy for retaining qualified personnel; and shall explain management’s role in its commitment to quality performance. After initial approval, if the plan is updated or changed, it shall be re-submitted to the Contracting Officer and COR for approval.
8.3 Quality Control (QC) Program/Inspection System. The Contractor shall develop procedures addressing the areas identified in the Service Requirements Summary of the Government Quality Assurance Requirements. The QC Program/Inspection System shall encompass all functions of the contract and shall establish and explain in detail how the Contractor shall sustain the quality of providing the required services. It shall specify areas to be inspected on either a scheduled or an unscheduled basis with the title of the individual conducting the inspection. The QC Program/Inspection System shall be designed to keep the Contractor's management and the Coast Guard 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.
8.4 Contents of the QC Program/Inspection System shall include, but are not limited to, the following:
I. Introduction to the Quality Control System:
A. Background and Rationale for the System B. Objectives in using Quality Control C. Successes with and updates for the System II. Quality Control Process for the Various Tasks:
A. Steps and Flow Diagram. Includes checklists used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations.
B. Inspection Procedure. Includes checklists used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract.
C. Means of Identifying and Resolving Problems. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the Government inspectors point out the deficiencies.
D. Roles and Responsibilities. The name(s) of the individual(s) who will perform the inspection.
III. Specific Quality Control Functions:
A. Supervision of Services covering all the service requirements of this contract (to include schedules for all necessary assignments by dates and areas for each area/building; submissions and completion reports, availability of supervisor/shift leader and any substitutes/alternates with the flexibility to realign staff for certain events.
B. Compliance with health and sanitary requirements.
C. Sanitation and maintenance of the Facility (including employee areas). D. Grounds Maintenance Operations E. A file of all inspections conducted by the contractor and the corrective action taken.
F. Ordering, receipt, storage and retrieval of products, supplies, materials and equipment to be used.
G. Labor practices (hiring, retention and rewards, and substitutions).
H. Waste Management (including recycling).
I. Security and Safety Compliance with OSHA and EPA.
J. Conducting and validating periodic customer surveys IV. Contingencies:
A. Special Event or Emergency Situations
1. Procedures to used; and,
2. Obtaining additional employees
3. Hurricane and other natural disasters
9 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENTS
9.1 Fundamental Government Responsibilities. The Contracting Officer Representative (COR) is responsible for representing the Contracting Officer in all facets of service quality. The COR will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept the services on behalf of the Contracting Officer. The functions of the COR are identified below. From time to time, Government personnel other than the Contracting Officer and the COR may observe the contractor’s operations. However, these personnel may not interfere with contractor performance.
9.2 General Quality Assurance Functions. To facilitate the surveillance of the Contractor’s Quality Control (QC) Program by the Government, the COR will inspect/verify contractor compliance with designated Performance Requirement contained in the Service Requirements Summary (SRS) herein, through a series of random; announced/unannounced; and impromptu/scheduled inspections. The COR will review the critical requirements to assess their applicability and recommend the addition/deletion of requirements as conditions warrant. For noncompliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to: re-performance (at the company’s expense); and/or an inspection fee; and/or a reduction of the Contractor’s payment. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract; and, will be periodically updated by the COR as necessary.
9.3 Specific Quality Assurance Functions. The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COR will perform the following Qualitative and Evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP).
a. Carry out periodic inspections using the Quality Checklists to evaluate contractor performance to ensure compliance and receipt of services. The COR will evaluate the contractor’s performance through intermittent on-site inspections of the contractor’s QC Program and complaints received from base personnel. The COR may inspect each task as completed. If deemed appropriate, the COR may also increase the number of quality control inspections because of related failures discovered during quality control inspections or because of repeated customer complaints; or decrease the number of quality control inspections if performance dictates.
b. Report findings resulting from these inspections to the Contractor and the Contracting Officer. If discrepancies are discovered as a result of the periodic inspections, or any other means, the COR will use a Contract Discrepancy Report (CDR) (See Section 6.0. Deliverables) to communicate them to the contractor and follow up to ensure nonconformance is corrected. When a discrepancy exists, the contractor shall complete the applicable CDR blocks. The Contracting Officer will evaluate the contractor’s explanation and determine the next course of action.
c. The COR will conduct meetings, as necessary, with the contractor during the first month of the contract; and, thereafter, scheduled as necessary. The contractor and COR shall sign the written minutes of these meetings, prepared by the COR. Should the contractor not concur with the minutes, the contractor shall state any areas of non–concurrence in writing to the COR within 5 calendar days of receipt of the signed minutes. Meeting minutes will be maintained in the COR contract file.
d. Review changes as well as initial and annual equipment inventories.
e. Take appropriate actions based on Health, Safety, Environmental, and any other inspection results.
f. Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Follow-up to ensure customer surveys conducted by the contractor are conducted properly and contractor responds fully to concerns. The COR will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the COR will make final determination of the validity of customer complaints in cases of disagreement with customers. Any discrepancies found will be handled as described herein.
g. Perform Annual and Final Performance Evaluation on the Contractor.
9.4 Performance Requirements Summary (PRS). The contract/PWS service requirements are summarized into the following Performance Objectives, whose thresholds are critical to mission success:
| Performance Objectives for Grounds Maintenance Services |
| Performance Standard |
| Ability of full-time On-Site Working Supervisor to manage Contractor personnel at the work site. |
| 100% of the time |
| Perform all scheduled grounds maintenance in accordance with the established tasks/frequencies. |
| 100% of the time |
| Provide all required plans/reports/schedules. |
| 100% of the time |
| Comply with Vegetative Recycling Requirements of the governments of Puerto Rico and United States. |
| 100% of the time |
| Maintain government-furnished storage shed |
| 100% of the time |
9.5 This comprises the Government’s QASP, which has been developed to evaluate contractor actions while implementing this PWS; and is designed to provide an effective surveillance method of monitoring contractor performance for each listed Performance Objective on the SDS. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the government desires to maintain a quality standard for this service contract. The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.
Attachment 1 Page 1 of 12
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