Turf Protection for Graduation-PWS.pdf

Turf Protection for Graduation

General Information

1.General: This is a non-personal services contract to provide Turf Protection for Graduation Ceremonies at the United States Military Academy, West Point. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor personnel.

1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to install and remove Turf Protection for Graduation Ceremony at the United States Military Academy, as defined in this Performance Work Statement (PWS), except for those items specified as government furnished property and services. The Contractor shall perform in accordance with (IAW) the terms and conditions of the contract and consistently with the established standards in this PWS and contract.

1.1.1 The United States Military Academy at West Point, NY requires a contractor to provide all labor, and equipment required to install and remove not to exceed (NTE) 3,543 square yards of Floor Covering and Artificial Turf on the Michie Stadium playing field surface to support graduation exercises. This will be a base period plus four option year periods

1.2. Background: This Turf Protection is necessary to protect the Artificial Turf that is currently installed at the Michie Stadium. The additional Artificial Turf/indoor/outdoor carpet that is required to be installed over the Turf Protection Material is needed to obscure any discoloration or dirt that may be on the surface of the material the contractor will install. The graduation ceremonies at the United States Military Academy are a very prestigious event and commencement activities often bring many dignitaries and distinguished visitors to West Point to include the President of the United States, Vice President, Service Secretaries, senior members of the military, members of Congress and family members. West Point strives to present a positive image and in that respect, the proper application of the turf protection is an important part of protecting our assets while maintaining a positive image.

1.3. Objectives: The basic service objective includes the following:

1.3.1. Provide a surface that will provide a stable environment for the erection of a stage and protect the underlying Artificial Turf.

1.4. Scope: Michie Stadium contains a NCAA regulation size football field, the home for ARMY WEST POINT and it has an artificial turf surface. It is this surface that must be covered and protected from vehicles, foot traffic and other items such as the stage and or bleachers and or seating. Examples of previous graduations can be found by searching the internet for West Graduations. It is anticipated that the Stage will be set up on the East side of the field with the graduation class seated facing the east side lines. The floor covering shall be interlocking (fiberglass) tiles such as or equivalent to amordeck (a suggested but not required source).The outer edges will be finished in such a way as to prevent tripping hazards and the walking surface of the tiles shall have a non-slip finish. The tiles/floor covering shall be installed on all uncovered surfaces of the field as determined by the COR. The floor covering shall be capable of accepting 400 PSI point-load, and a spread load of a minimum of twelve (12) ton per axle. The floor covering will be support the stage, press box and on the limo “road” as well as risers and seating. The contractor’s material handling equipment (e.g. “gator”) shall be equipped with 12 psi (maximum) “turf tires”. All tiles are to be 100 % covered with an artificial turf (indoor /outdoor carpet may be substituted for turf). The tiles and turf covering material shall be installed over existing turf at Michie Stadium. Material shall be installed in such a way as to not present tripping hazards. All seams shall be tight with no areas left uncovered. The material shall be cut neatly around installed platforms. Means of fastening shall be staples. The color of the turf shall be black. The contractor shall provide submittals of artificial turf for selection (Color preferred is Black and shade shall be approved by the COR). A submittal will be approved prior to installation. No remnants of material shall be left on site upon completion of the installation. Upon completion of installation, any equipment and or extra tiles/material will be stored out of sight in a location provided by the COR. All trash and debris shall be removed from stadium prior to departing for the day on the day of installation.

1.5. Period of Performance: The period of performance is for approximately a four (4) week period (two weeks or more prior to and one week after graduation). Graduation is scheduled for 27 May 2017 and is usually the 3rd Saturday in May. This date is subject to change. Prior to graduation, the COR will meet with the contractor to review the requirements and layout and to agree on the exact quantity of Turf Protection that will be required. The layout of the floor may change from year to year but will not exceed 3,543 square yards of flooring. The contractor shall complete the removal of the Floor Covering and Artificial Turf at the end of the three (3) week period. NLT (TBD) or approximately 1 week after graduation.

1.5.1 Timing: The exact date and time that the turf protection must be in place and when the contractor may commence the installation process will be provided by the COR and it is based upon athletic event scheduling for the use of Michie Stadium. It is possible that Michie Stadium may be used by the USMA for other activities to include athletic events in the days leading up to graduation and as such close coordination is required between the contractor and the COR to determine when the contractor may start work. It is anticipated that the contractor will be allowed to install the flooring on or about 8 May and be complete NLT 12 May 2017. The exact dates will vary from year to year yet it is anticipated to be 14 calendar days prior to graduation day.

1.5.2 Coordination: The Contractor shall provide a telephone number and e-mail address to the COR upon contract award of the Contractor’s Representative who will be responsible for services. The contractor shall coordinate all services a minimum of one month prior to graduation with the COR.

1.6. General Information

1.6.1. Quality Control: Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-1 Contractor Inspection Requirements).

1.6.1.1. Quality Control Program: The Government is committed to a highly interactive relationship between quality control by the Contractor and quality assurance by the government recipient of services. This relationship shall be achieved through an effective Prevention Based Quality Control Program dedicated to ensuring the best possible products and services to end users. The Contractor shall provide their final written Quality Control Plan (QCP) no later than (NLT) 10 days of Contract Award and within five (5) days of any proposed changed to the COR and KO.

1.6.1.1.1. The Contractor’s quality program shall demonstrate its prevention-based outlook by meeting the objectives stated in the PWS throughout all areas of performance. The QCP shall be developed to specify the Contractor’s responsibility for management and quality control actions to meet the terms of the contract. The QCP as a minimum shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints

1.6.1.1.2. Within 5 days after completion of the graduation event, the Contractor shall provide, all reports generated as a result of the Contractor’s quality control efforts. This shall include any summary information used to track quality control, including any charts/graph as applicable.

1.6.1.1.3. The Contractor’s QCP shall be incorporated into and become part of this contract after the plan has been accepted by the KO. Proposed changes made after KO acceptance shall be submitted in writing through the COR to the KO for review and acceptance prior to implementing any revision. The Contractor’s QCP shall be maintained throughout the life of the contract and shall include the Contractor’s procedures to routinely evaluate the effectiveness of the plan to ensure the Contractor is meeting the performance standards and requirements of the contract. This plan must be tailored to meet the short period of performance which is estimated NTE 4 weeks annually.

1.6.1.2. Contractor Discrepancy Report (CDR): When the Contractor's performance is unsatisfactory, a CDR will be issued. Due to the very high standards and visibility of the graduation process, any unsatisfactory work must be corrected immediately to ensure that graduation deadlines are maintained.

1.6.1.3. Quality Assurance: The COR will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the COR must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

When an observation indicates defective performance, the COR will require the Contractor or designated on-site representative to initial the observation to acknowledge the defective performance. The acknowledgement of the observation does not necessarily constitute Contractor concurrence with the observation, only that the Contractor has been made aware of the defective performance.

1.6.2. (Intentionally left blank)

1.6.3. Recognized Federal Holidays: The Contractor is not required to perform services on any recognized Federal Holidays. For the purposes of this award, there are not any scheduled activities that would overlap a Federal Holiday.

1.6.4. Hours of Operation: The Contractor shall be responsible for providing services, between the hours of 7:30 AM – 4:30 PM Eastern Time, Monday through Friday, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings or similar government directed facility closings.

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential to successful performance under this contract.

1.6.5. Place of Performance: The work to be performed under this contract shall be accomplished at West Point, NY Building 700, Michie Stadium.

1.6.6. Security Requirements: Contractor personnel shall comply with all applicable security and safety regulations, guidance, and procedures, including local, referenced in this PWS and in effect at the work site.

1.6.6.1. The current work as described in this PWS does not require any individual to be granted a security clearance or to be provided with access to classified information and or materials or require issuance of a Common Access Card.

1.6.7. Special Qualifications: NONE

1.6.7.1. General:

1.6.7.1.1. The Contractor shall be responsible for ensuring all personnel performing work under this contract possess and maintain current certifications as indicated in PWS Section 1.6.6.; security requirements during the execution of this contract.

1.6.8. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. It is understood that that the actual performance of laying and removing turf protection will in all likelihood not exceed 4 weeks there will not be any recurring meetings. There will be a Post Award or Kickoff meeting scheduled to familiarize the contactor with all the requirements and unique procedures associated with working at West Point. The post award conference will also be utilized to ensure contractor understands all HSPD-12 requirements. The government retains the right to schedule any meetings required to meet with the Contractor to review the Contractor's performance. At these meetings the KO and COR will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.9. Contracting Officer Representative (COR): The COR will be identified by separate letter of appointment.

The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: Assures that the Contractor performs the technical requirements of the contract; performs inspections necessary in connection with contract performance; maintains written and oral communications with the Contractor concerning technical aspects of the contract; issues written interpretations of technical requirements, including government drawings, designs, specifications; monitors Contractor's performance and notifies both the KO and Contractor of any deficiencies; coordinates availability of government furnished property, and provides site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.6.10. Key Personnel: Key personnel shall not be added to or removed from the contract without express acknowledgement of the COR. Any changes to the working status of these key personnel shall be transmitted (in writing) to the KO/COR within ten (10) work days of the proposed change.

1.6.10.1. The follow are considered key personnel by the Government: The Contractor shall provide a Program Manager (PM) who shall be responsible for the performance of the work under this contract. The name of this person, and an Alternate PM (APM), who shall act for the Contractor when the PM is absent, shall be designated in writing to the KO at the post award conference. The PM or APM shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The PM or APM shall be available between the hours of 7:30 AM to 4:30 PM, Monday through Friday, except federal holidays or when the government facility is closed for administrative reasons

1.6.10.2. Qualifications for all Key Personnel: Persons or persons must have knowledge and training in the methods of installing a flooring in a facility such as Miche Stadium.

1.6.10.2.1. Program Manager (PM): The PM shall meet or exceed the following minimum qualifications: The APM shall meet or exceed the same qualifications as the PM.

1.6.11. Contractor Personnel:

1.6.11.1. Identification of Contractor Personnel: All Contractor personnel attending meetings, answering government telephones, and working in other situations where their Contractor status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials.

1.6.11.1.1. All Contractor personnel performing work under this contract shall obtain a Department of Defense (DoD) Identification Card. It shall be worn at all times, when performing work under this contract, to include attending government meetings and conferences. Unless otherwise specified in the contract, Contractor personnel shall wear the Identification Card in a conspicuous place on the front of exterior clothing and above the waist, except when safety or health reasons prohibit such placement or when being used for computer access.

1.6.11.1.2. Contractor personnel shall be required to obtain an Identification Card at least ten (10) work days prior to start of contract period.

1.6.11.1.3. The Contractor shall develop, maintain, and provide to the COR an updated roster which shall include names and positions of all Contractor personnel as well as indicating which employees were issued CAC or other forms of government identification cards. The Contractor shall submit initial roster to the COR within ten (10) calendar days after commencement of base period of performance.

1.6.11.1.4. The Contractor shall immediately report any lost CAC or government issued identification cards to the COR and Military Police. The Contractor shall immediately collect the CAC and other government issued forms of identification upon termination of employee, or at the end of the contract performance period. The CAC and other government issued forms of identification shall be returned to the COR within one (1) hour of employee termination, or at the end of contract performance period, whichever comes first. Final payment may be delayed if Contractor fails to comply with these requirements.

1.6.11.2. Contractor Personnel Appearance and Performance: It is essential that all Contractor personnel meet the highest standards of professionalism and personal integrity. The Contractor shall ensure their personnel do not perform work under the influence of alcohol, illegal prescribed drugs or any other incapacitating agents. Contractor personnel shall be neatly groomed and dressed appropriately to present a professional appearance at all times.

1.6.15. Organizational Conflict of Interest:

1.6.15.1. Purpose. To aid in ensuring that:

1.6.15.1.1. The Contractor does not obtain an unfair competitive advantage by establishing the ground rules for a future competition;

1.6.15.1.2. The Contractor's objectivity and judgment are not biased because of its present or future interests (financial, contractual, organizational, or otherwise) which relate to work performed under this contract; and

1.6.15.1.3. The Contractor does not obtain an unfair competitive advantage by virtue of its access to non-public or proprietary information belonging to others.

1.6.15.2. Definitions.

1.6.15.2.1. The term “Contractor” herein used in section 1.6.16., Organizational Conflict of Interest, means: (a) the organization (hereinafter referred to as "it" or "its") entering into this agreement with the Government; (b) all business organizations with which it may merge, join or affiliate now or in the future and in any manner whatsoever, or which hold or may obtain, by purchase or otherwise, direct or indirect control of it; (c) it’s parent organization, if any and any of its present or future subsidiaries, associates, affiliates, or holding companies, and; (d) any organization or enterprise over which it has direct or indirect control now or in the future.

1.6.15.2.2. The term "proprietary information" for purposes of section 1.6.16., Organizational Conflict of Interest, means any information considered so valuable by its owners that it is held secret by them and their licensees.

Information furnished voluntarily by the owner without limitations on its use, or which is available without restrictions from other sources, is not considered proprietary.

1.6.15.3. Organizational Conflicts of Interest Examples. The following examples illustrate situations in which organizational conflicts of interest may arise. These examples are not all inclusive.

1.6.15.3.1. Biased Ground Rules. This type of conflict may arise in situations where a company sets the ground rules for a future competition. For example, when a Contractor develops requirements then competes to provide products or services to satisfy those requirements, thus obtaining a competitive advantage.

1.6.15.3.2. Impaired Objectivity. This type of conflict may exist where a Contractor’s obligations under a contract require objectivity, but another role of the Contractor casts doubt on its ability to be truly objective. An example of this type of conflict is where a Contractor’s work under one contract entails evaluating itself, its affiliates, or its competitors under a separate contract.

1.6.15.3.3. Unequal Access to Information. This type of conflict may arise when a Contractor has access to nonpublic or proprietary information as part of its performance under a contract that gives it an unfair advantage in a competition for a later contract.

1.6.15.4. General Constraints. The provisions of FAR Subpart 9.5, Organizational and Consultant Conflicts of Interest, concerning organizational conflicts of interest govern this contract. Potential conflicts may exist in accordance with FAR 9.505-1, Providing Systems Engineering and Technical Direction, through 9.505-4, Obtaining Access to Proprietary Information. In this regard, the Contractor is responsible for identifying any actual or potential organizational conflicts of interest to the KO that arise as the result of performance under this contract. To avoid or mitigate a potential conflict related to performance under this contract, the KO will impose appropriate constraints when and if required. (FAR 9.505-3).

1.6.15.5. Non-Disclosure Agreements. N/A

1.6.15.6. Training. N/A

1.6.15.7. Subcontracts. The Contractor agrees that it will include the provisions in paragraphs 1.6.15.4., 1.6.15.5., and 1.6.15.6., above and this paragraph in consulting agreements, teaming agreements, and subcontracts of all tiers, which involve access to information or the performance of services described in paragraph 1.6.15.4., above. The use of section 1.6.15., in such agreements, shall be read by substituting the word "consultant" or "subcontractor" for the word "Contractor" whenever the latter appears.

1.6.15.8. Additional Constraints. Intentionally left blank.

1.6.15.9. Conflicts Involving Future Procurements. The award of this contract, government tasking’s or acquiescence in the Contractor’s performance of services hereunder shall not constitute or be interpreted as a determination that the Contractor is eligible to participate in future procurements, developmental efforts, implementation efforts, or related activities. Only the KOs for such efforts, applying the rules, principles, and procedures of FAR Subpart 9.5, have the authority to determine whether a conflict exists, in connection with such procurements.

1.6.15.10. Representations and Disclosures.

1.6.15.10.1. The Contractor represents that it has disclosed to the KO, prior to award of this contract, all facts relevant to the existence or potential existence of organizational conflict of interest as that term is used in FAR Subpart 9.5.

1.6.15.10.2. The Contractor represents that if it discovers an organizational conflict of interest or potential conflict of interest after award of this contract, a prompt and full disclosure shall be made in writing to the KO. This disclosure shall include a description of the action the Contractor has taken or proposes to take in order to avoid or mitigate such conflict.

1.6.15.11. Remedies and Waiver.

1.6.15.11.1. For breach of any of the above restrictions or for non-disclosure or misrepresentation of any relevant facts required to be disclosed concerning this contract, the Government may terminate this contract for default, disqualify the contractor for subsequent related contractual efforts, and pursue such other remedies as may be permitted by law or this contract. If, however, in compliance with section 1.6.16., the Contractor discovers and promptly reports an organizational conflict of interest (or the potential thereof) subsequent to contract award, the KO may terminate this contract for convenience, if such termination is deemed to be in the best interest of the Government.

1.6.15.11.2. The parties recognize that this clause has potential effects, which will survive the performance of this contract, and that it is impossible to foresee each circumstance to which it might be applied in the future.

Accordingly, the Contractor may at any time seek a waiver from the cognizant KO by submitting a full written description of the requested waiver and the reasons in support thereof (FAR 9.503).

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and/or terminate contracts, and to make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor, as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. CONTRACTOR PERSONNEL. Contractor and subcontractor employees performing working under this contract.

2.1.5. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement (PWS).

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

2.1.7. FACILITY CLEARANCE. N/A

2.1.8. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of or directly acquired by the Government and subsequently made available to the Contractor.

2.1.9. KEY PERSONNEL. Contractor employees who are critical for achieving PWS objectives. Key personnel shall meet position qualification and experience requirements indicated in the PWS. When key personnel qualifications are used as an evaluation factor in “Best Value” procurement, the Contracting Officer is the only one authorized to concur with key personnel replacement after award of the contract. When proposed key personnel resumes are used as an evaluation factor in best value procurement, a letter of commitment may be required from the individual whose resume is provided.

2.1.10. LOCAL TRAVEL: N/A

2.1.11. Intentionally left blank

2.1.12. PERFORMANCE PREQUIREMENT SUMMARY (PRS). A listing of the service outputs under the contract that are to be evaluated by the COR on a regular basis, the surveillance methods to be used for these outputs, and the performance requirement of the listed outputs.

2.1.13. PHYSICAL SECURITY. Actions that prevent the loss or damage of government property.

2.1.14. PROPERTY ADMINISTRATOR (PA). The authorized representative of the Contracting Officer appointed in accordance with agency procedures, responsible for administering the contract requirements and obligations relating to government property in the possession of a Contractor.

2.1.15. PROPERTY MANAGEMENT SYSTEM. System established by the Contractor that is used to manage GFP/GFE in its possession to control, use, preserve, protect, repair, and maintain.

2.1.16. QUALITY ASSURANCE. A planned and systematic pattern of all actions necessary to provide confidence that adequate technical requirements are established; products and services conform to established technical requirements; and satisfactory performance is achieved. For the purposes of this document, quality assurance refers to actions by the Government.

2.1.17. QUALITY ASSURANCE SURVEILLAND PLAN (QASP). The Government’s organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

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

2.1.19. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.1.20. WORK DAY. The length of time during a day in which the Contractor provides services, in accordance with the contract. Also referred to as Business Day.

2.1.21. WORK WEEK. Monday through Friday, unless otherwise specified.

2.2. ACRONYMS

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations COR Contracting Officer Representative DA Department of the Army DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide utilities i.e. Water and electricity to be used in the completion of the duties of the Contract. Any requirement for dumpsters is the responsibility of the contractor and such actions must be coordinated with the COR. Due to security requirements, the placement of dumpsters may be an issue and must be coordinated with the COR.

3.2. Facilities: Contractors are allowed the use of restrooms located in Michie Stadium. Details shall be coordinated with the COR.

3.3. Utilities: The Contractor shall instruct all employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2. Secret Facility Clearance: NA

4.3. Materials: Interlocking tiles, and artificial turf

4.4. Equipment: Tools and equipment needed to install the interlocking tiles.