Attachment 1 - Performance Work Statement DDWG Grounds Maint 2026.pdf

Attachment 1 – Performance Work Statement (PWS)

GROUNDS MAINTENANCE

PERFORMANCE WORK STATEMENT (PWS)

Prepared by DLA Distribution Warner Robins

TABLE OF CONTENTS

1. Description of Services 4

1.1 Maintain Improved Grounds 4

1.1.1 Mow 4

1.1.2 Edge 4

1.1.3 Trim 5

1.1.4 Remove Debris/Police Grounds 5

1.1.5 Prune Shrub, Hedges and other Plants 5

2. Service Summary 5

2.1 Quality Control 7

2.2 Quality Assurance 7

3. Government Furnished Property and Services 7

3.1 Government Furnished Property 7

3.2 Security, Fire, and Medical Services 7

3.3 Telephone 7

3.4 Solid Waste Collection and Disposal 7

4. General Information 8

4.1 Mission 8

4.2 Damages to Government Buildings, Equipment or Vegetation 8

4.3 Environmental Requirements 8

4.3.1 Hazardous Materials 8

4.3.1.1 Affirmative Procurement Programs (App) 8

4.3.1.2 8

4.3.2 Spill Controls 9

4.3.2.1 Notification of Environmental Spills 9

4.3.3 Hazardous Materials Inventory 9

4.3.4 Hazardous Materials Management 9

4.3.5 Final Report 9

4.3.6 Monthly Chemical Spray Report 9

4.4 Permits, Licenses and Certifications 9

4.5 Hours of Operation 9

4.6 Recognized Holidays 10

4.6.1 Base Closures 10

4.6.1.1 10

4.7 Security Requirements 10

4.8 Special Qualifications 10

4.8.1 Employees 10

4.8.2 11

4.8.3 11

4.8.4 11

4.9 Interfaces 11

4.10 Contracting Officer and Contracting Officer Representative 11

4.11 Safety Requirements and Reports 11

4.11.1 Safety Report 11

4.12 Schedules 11

4.12.1 Schedule Changes 12

4.12.1.1 Weekly Schedule 12

5. Appendix A 12

1. DESCRIPTION OF SERVICES

The contractor shall provide non-personal services, to include all personnel, equipment, tools, supervision, and other items and services necessary to ensure that grounds maintenance is performed at DLA Distribution Warner Robins in a manner that will promote the growth of healthy grass, trees, shrubs, and plants and present a clean, neat, and professional appearance.

Areas maps and workloads depicting the service described in this PWS are identified in the Appendix section. The contractor’s performance will be based on the Contracting Officer’s Representative (COR), and Contracting Officer’s (CO) evaluation of the results required by the Service Summary (SS) and not the method of performance. The evaluation of results will be based on COR surveillance, tenant satisfaction, and customer complaints. Final results of the evaluations will be the determining factor for the success or failure of this contract. The contractor shall comply with applicable federal, regional, state, and local laws and commercial standards.

The growing season at Robins Air Force Base is considered to be 01 March through 31 October. All damage caused by the contractor or its employees to government property and personal property (to include facilities, fences, equipment, trees and shrubs, etc.) due to contractor operations shall be repaired or replaced by the contractor within 15 days after identification/notification at no additional cost to the Government.

All fence lines shall be trimmed to prevent vegetation growth in the fence, including removal of vegetation growing up the links of the fence. All areas shall be trimmed concurrent with mowing. Application of nonselective herbicides to control grass, weeds and vegetation around obstacles to include fence lines, shall only be allowed with the COR approval. The contractor shall utilize equipment that will not cause rutting in the grounds area during mowing operations. The contractor shall maintain all standards identified in this PWS during dry or rainy season. One of the main focuses of the landscaping PWS is to ensure that we are adhering that we provide a safe and secure work site for our employees.

1.1 MAINTAIN IMPROVED GROUNDS

Improved grounds are identified in Appendix A. Improved grounds are areas that require more frequent maintenance such as cantonment areas, parade grounds, drill fields, schools, athletic areas, cemeteries, and housing areas (including vacant quarters). Mowing for special events shall not be included in this requirement.

1.1.1 MOW

The contractor shall mow all improved grounds to look well-manicured, with a neat and professional appearance. Maintain the improved area height between 2 and 5 inches uniform in appearance, free of skips, gaps, rutting, or scalping. The contractor shall be required to pick up debris, natural and manmade, prior to mowing any area. The contractor shall remove or mulch grass clippings after mowing, before leaving work area. Removed debris shall be disposed of in accordance with the base’s solid waste management plan.

1.1.2 EDGE

The contractor shall edge sidewalks, driveways, street edges, curbs, and other hard surfaced areas located within the improved grounds so that grass height matches surrounding area grasses. Edging shall include removal of vegetation from expansion joints and cracks in sidewalks, driveways, curbs and other hard surfaces. Grass, vegetation and weeds shall be cut back no more than ½-inch from the surface edged, maintaining an even contour with the edged surface, uniform in appearance and free of scalping, rutting, and uneven or rough cutting. All sidewalks, driveways, curbs, and other concrete areas shall be blown off to remove all debris.

1.1.3 TRIM

The contractor shall trim grass and weeds around trees, shrubs, buildings, fences, poles, fire hydrants, parking lots bumper blocks, boulders, and other fixed obstacles and temporary obstacles/objects on improved grounds. Trimming height shall match the surrounding area height. All areas shall be trimmed concurrent with mowing. The contractor shall remove or mulch grass clippings when visible after trimming, before leaving work area. All sidewalks, driveways, curbs, and other concrete areas shall be blown off to remove debris. Damages to trees, shrubs, or other government property shall be replaced at the expense of the contractor within 15 days. The contractor shall report all damages to the COR immediately in writing.

1.1.4 REMOVE DEBRIS/POLICE GROUNDS

The contractor shall perform general litter patrol in areas of improved grounds identified in Appendix A, remove and dispose of natural debris, (tree limbs, dry brush, rodent habitats, dead animals, etc.), and man-made debris. Police areas to maintain a neat and professional appearance. The contractor shall dispose of all debris at the designated compost site on Robins AFB located off of 14th Street on Wilcox Lane, across from building 1555. The contractor shall police area and maintain a neat and professional appearance.

1.1.5 PRUNE SHRUB, HEDGES AND OTHER PLANTS

The contractor shall prune/trim shrubs and other plants to maintain their natural growth characteristics to enhance the beauty and health of the plant. Hedges shall be maintained to their natural mature height and shape. Shrubs, plants, hedges, and ground cover/vines shall be pruned/trimmed 3 inches away from buildings, fences, curbing, sidewalks, and other fixed obstacles. All ground cover and plants shall be kept within the bed borders. All plants around landscape and ground lights shall be pruned/trimmed to allow light usage for its intended purpose. Shrubs and hedges located on street corners, curb easements, etc. shall be pruned/trimmed to keep from obstructing view of oncoming traffic. Areas beneath shrubs and hedges shall be kept free (clean) of all volunteer sapling of both tree and shrub varieties, grass, weeds, vegetation, and debris. All volunteer saplings, both tree and shrub varieties, and natural growing vines shall be removed at no additional cost to the Government.

2. SERVICE SUMMARY

The contract service requirements are summarized in performance objectives that relate directly to items essential to the mission. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The Services Summary (SS) and the contractor’s Quality Control Plan provide information on contract requirements, the expected level of contractor performance and the expected method of government validation and confirmation of services provided. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies. During the first initial 30 days of the contract, two additional errors on each work shall be allowed in an effort to identify normal phase-in problems.

Performance Objective (PO) PWS Para Performance Threshold Method of Surveillance

PO-1 - Maintain Improved Grounds

1.1 inclusive Excellent: 0 defects

Customer Complaint;

100% Inspection;

Periodic Validation

Very Good: 1 defect

Satisfactory : 4 defects

Marginal: 5 defects Unsatisfactory: More than 5 defects

PO-2 - Maintain Semi- Improved Grounds

1.2 inclusive Excellent: 0 defects Customer

Complaint;

100%

Inspection;

Very Good: 1 defect

Satisfactory : 4 defects

Marginal: 5 defects Periodic

Validation Unsatisfactory: More than 5 defects

PO-3 - Maintain Un-Improved Grounds 1.3 inclusive

Excellent : 0 defects Unsatisfactory: 1 defect

100% Inspection

PO-4 - Maintain Vegetative Beds, Inert Beds and related

Areas 1.5

Excellent: 0 defects Very Good: 1 defect Satisfactory : 4 defects Marginal: 5 defects Unsatisfactory: More than 5 defects

Customer Complaint;

100% Inspection;

Periodic Validation

PO-5 – Debris, Trash and Litting Policing

1.6

Excellent: 0 defects Very Good: 1 defect Satisfactory : 4 defects Marginal: 5 defects Unsatisfactory: More than 5 defects

Customer Complaint;

100% Inspection;

Periodic Validation

2.1 QUALITY CONTROL

The contractor shall provide a written description of the quality control system to include identification of the commercial practices and procedures to be used, such as those of the Professional Grounds Management Society (PGMS), Tree Care Industry Association, American Society of Landscape Architects, the American National Standards Institute (ANSI), and local Extension Offices of the Federal Cooperative Extension Service. The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. The contractor shall submit a Quality Control Plan (QCP) that shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement and for corrective deficiencies as required. The QCP of the successful offeror will be incorporated into and become part of the resultant contract.

2.2 QUALITY ASSURANCE

The government shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this contract. The CO or COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, checking a management information report, investigating customer complaints, conferring with facility managers, or otherwise inspecting the task or its results to determine whether or not performance meets the standards contained in this PWS. The CO or COR will use the contractor’s work schedule or modified version thereof, to record validation results. Results of the validation then become the official record of the contractor’s performance. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the Contracting Officer a Corrective Action Report (CAR) for issuance to the contractor. The contractor shall respond to the CAR IAW instructions provided and return it to the Contracting Officer within 1 calendar days of receipt.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES

3.1 GOVERNMENT FURNISHED PROPERTY

No Government Furnished Property will be provided to the contractor.

3.2 SECURITY, FIRE AND MEDICAL SERVICES

The Government will provide police and fire protection. In the event of a medical emergency, base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

3.3 TELEPHONE

The Government will not provide telephone services. The contractor shall be responsible for establishing a telephone number and/or cell phone as a primary means of communication.

3.4 SOLID WASTE COLLECTION AND DISPOSAL

The contractor shall use existing bulk containers to dispose of trash or solid waste generated from accomplishment of services detailed in this PWS. The contractor shall adhere to all base level recycling programs to include disposal of yard/tree waste in specified dumpster collection stations or at the recycling collection center on base. The CO or COR shall identify these specific dumpsters for yard/tree waste.

4. GENERAL INFORMATION

4.1 MISSION

The mission of DLA Distribution is to provide an agile, global DoD Distribution network that delivers effective and efficient distribution solutions which enable readiness and extend the operational reach of the combatant commands, military services, and other valued customers.

4.2 DAMAGES TO GOVERNMENT BUILDINGS, EQUIPMENT, OR VEGETATION

Damages to Government buildings, equipment, or vegetation are addressed in clause 52.237-2

– “Protection of Government Buildings, Equipment, and Vegetation.” All damages shall be reported to the COR or CO within 1 hour of occurrence by the contractor in writing. Damages shall be corrected within 3 business days unless contractor requests an extension in writing from the COR or CO for extenuating circumstances.

4.3 ENVIRONMENTAL REQUIREMENTS

In addition to all applicable Federal, State and local environmental codes and regulations, the following specific guidance is provided:

4.3.1 HAZARDOUS MATERIALS

The CO shall approve all hazardous materials brought on-site by the contractor prior to use.

The contractor shall obtain approval using the application requirements of the AF Form 3952.

Once the process is implemented and contractor is trained, the contractor may submit the AF Form 3952 electronically. The CO has the right to prohibit the use of hazardous materials it deems to be especially hazardous to human health and environment. In the event the CO does not approve a hazardous material for use, the CO may provide the contractor a list of suitable substitutes; however, the contractor shall retain responsibility for finding an acceptable substitute. The contractor shall take appropriate actions to comply with waste minimization and pollution prevention practices and policies.

4.3.1.1 AFFIRMATIVE PROCUREMENT PROGRAMS (APP):

Agency Affirmative Procurement Programs IAW FAR 23.404(b)(1), 100% of purchases of Environmental Protection Agency (EPA)-designated products included in the Comprehensive Procurement Guidelines (CPG) list http://www.epa.gov/cpg/products.htm and/or United States Department of Agriculture (USDA), designated products included in the bio-based product listings http://www.biopreferred.gov shall, at a minimum, meet the EPA or USDA standards for recovered materials or bio-based content, respectively, unless an item cannot be acquired competitively within a realistic timeframe, meet appropriate performance standards, and/or be acquired at a reasonable price.

4.3.1.2 In accordance with FAR 23.404(a)(iii), the contractor shall provide estimates and verification of recovered material for EPA-designated CPG products and certifications for both EPA –designated CPG products and USDA-designated bio-based products. In http://www.epa.gov/cpg/products.htm http://www.biopreferred.gov/ accordance with the Robins Air Force Base, Georgia/Green Procurement Program (GPP) Plan, the contractor shall provide estimates and certifications to the Government for completion of the applicable attachment(s) to be included in the Purchase Request (PR) package.

4.3.2 SPILL CONTROLS

The contractor shall maintain spill control material on hand at all times sufficient to contain a worse case spill, both volume and hazard level.

4.3.2.1 NOTIFICATION OF ENVIRONMENTAL SPILLS

If the contractor spills or releases any substance contained in 40 Code of Federal Regulation (CFR) 302 Table 302.4 into the environment, the contractor shall immediately report the incident to the Robins AFB Base Civil Engineer at 926-5657. The liability for the spill or release of such substances rests solely with the contractor.

4.3.3 HAZARDOUS MATERIALS INVENTORY

The contractor shall maintain an up-to-date hazardous material inventory with copies of MSDS(s) for all materials used on the job site. The contractor shall maintain a complete copy of all approved MSDS and AF Form 3952s.

4.3.4 HAZARDOUS MATERIALS MANAGEMENT

The contractor shall remove all hazardous materials by the end of each workday. Contractor shall not conduct process treatments (e.g. paint thinner solvent recycling) on base.

4.3.5 FINAL REPORT

The contractor shall submit a final inventory, not later than ten working days following termination/completion of this contract, of all hazardous materials used since the last hazardous usage report to the CO or COR. The final inventory will list all hazardous materials used, total amount of each used, and a description of the disposition of any remaining hazardous material.

4.3.6 MONTHLY CHEMICAL SPRAY REPORT

The contractor shall submit a report to the COR within 10 working days following each month listing all grass/weed killing chemical applications made. Include chemical name, use concentration, amount applied, date, and detailed location of use. Subject report shall be submitted to COR within 10 working days following each month listing all chemical applications made. The report shall include chemical name, use concentration, amount applied, date, and detailed location of use.

The contractor is subject to inspection by DOD certified applicators/inspectors as well as State Department of Agriculture Chemical Division or equivalent agency.

4.4 PERMITS, LICENSES AND CERTIFICATIONS

Unless otherwise specified in this contract, obtain necessary permits, licenses, and certifications; give all required notices; and comply with applicable Federal, State, County, and local laws, codes, and regulations in performance of the requirements of this contract. Maintain records of such requirements and make the documentation available to the Government for review. All pesticide application will be made by State or Host Nation certified applicator as prescribed in DoDI 4150.07.

4.5 HOURS OF OPERATION

Perform grounds maintenance services during normal duty hours which are 7:00 to 16:00, Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the CO in writing.

4.6 RECOGNIZED HOLIDAYS.

The contractor is not required to provide service on federal holidays, except in emergency situations; the holidays are:

• New Year’s Day - 1 January

• Martin Luther King Day - 3rd Monday in January

• Washington’s Birthday - 3rd Monday in February

• Memorial Day - last Monday in May

• Juneteenth - 19 June

• Independence Day - 4 July

• Labor Day - 1st Monday in September

• Columbus Day - 2nd Monday in October

• Veteran’s Day - 11 November

• Thanksgiving Day - 4th Thursday in November

• Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed. If a holiday falls on a scheduled service day, the contractor will be responsible for rescheduling services for the first day post the holiday observance.

4.6.1 BASE CLOSURES

Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

4.6.1.1 The contractor shall be responsible for monitoring all local and social media outlets for information regarding base closures.

4.7 SECURITY REQUIREMENTS

Security and base access requirements are contained in DLAD Procurement Note H14 “Contractor Personnel Security Requirements (JAN 2021)” and Attachment 6: Robins AFB Access Requirements (Site Visit). Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

4.8 SPECIAL QUALIFICATIONS

The contractor shall provide the name and telephone number of the contractor’s on-site contract manager and alternate site manager responsible for all requirements in the PWS. The contractor’s on-site manager and alternate site manager must be able to speak, write, and comprehend the English language.

4.8.1 EMPLOYEES

The contractor shall present a neat appearance and be easily recognized. The contractor shall furnish an identification badge, which at a minimum shall include the person’s name, name of the contractor, and words “Grounds Maintenance.” Each employee shall wear the badge on the front of the body between the neck and the waist so that the badge is visible at all times.

4.8.2 All contractor employees who handle and/or apply pesticides (inclusive of pesticides and aquatics) shall have a current State of Georgia Certification of Competency. Certification of Competency must be presented to the COR prior to use or application of the chemical applications required for this contract.

4.8.3 The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest nor shall the contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval IAW DODD 5500.7.

4.8.4 The contractor shall ensure contractor personnel who require access to Robins AFB or other Government facilities comply with the security procedures of the facility.

4.9 INTERFACES

Do not unduly interfere with regularly scheduled Government operational activities in the performance of contract requirements. In the event a Government supervisor so requests, temporarily cease work in the area and report the instructions, to include name of the Government person involved, to the CO immediately by the most expedient means. Notify the CO verbally of disputes with customers or other base contractors and follow-up in writing.

4.10 CONTRACTING OFFICER AND CONTRACTING OFFICER REPRESENTATIVE

The Contracting Officer will appoint a primary and alternate representative for management of the day-to-day activities of the contract. The identity, title, and authority of this representative will be provided in writing to the contractor after contact award.

4.11 SAFETY REQUIREMENTS AND REPORTS

DLA Distribution is part of the OSHA Voluntary Protection Program (VPP). All shall familiarize themselves with the requirements of VPP. Information on the VPP can be assessed at http://www.osha.gov/desp/vpp/inde.html. Additionally, the contractor is responsible for the safety and health of all subcontractor employees.

4.11.1 SAFETY REPORT

The contractor shall establish and maintain a safety program in accordance with the accepted Safety and Health Plan. The contractor shall not have more than 2 class C mishaps per contract per year. The contractor shall have zero class A or B mishaps. All changes to the safety and health plan must be submitted in writing and approved by the Government via a DD 1423 Data Item Number Data Acquisition Document Number (DI-ENVR 81375 for contractor’s Standard Operating Procedures (SOP) to receive the contractor’s Safety and Health Plan Update.

4.12 SCHEDULES

http://www.osha.gov/desp/vpp/inde.html

RFQ SP3300-21-Q-0065

Attachment 1 – Performance Work Statement (PWS)

The contractor shall submit a schedule for all services described in this PWS and Appendix A to the COR after contract award and at the beginning of each option period if exercised. The schedule shall identify plots, acreages, or base areas and days of the week service will occur.

The schedule may be submitted electronically using a file format compatible with Government software programs such as "Microsoft Office" software.

4.12.1 SCHEDULE CHANGES

Occurrence based (non-permanent and no more than once a month) schedule changes due to customer requests or base exercises shall be supported by the contractor. The COR will request the changes to the contractor 10 days before the schedule change take place for improved grounds mowing only at no additional cost to the government.

4.12.1.1.1 WEEKLY SCHEDULE

The contractor shall prepare a weekly work schedule detailing the projected services for the upcoming week. The contractor shall submit the work schedule to the COR no later than the close of business (4PM EST), on the last duty day of the week. The work schedule shall include all work to be performed and shall state the specified building number(s) for work to be performed and/or general location (i.e. conference center, dorms). The report shall be submitted electronically and in Microsoft Word or Excel format. Deviations from this format shall be authorized in writing by the CO.

5 APPENDIXES

APPENDIX A –AREA MAPS OR SITE PLANS

Maps will be provided in print and electronic format (Attachment 2).